Jul 09, 2024

Executive Assistant

  • Glorieta Adventure Camps
  • Glorieta, NM, USA
Full time Administrative

Job Description

Position Profile 

Executive Assistant to Executive Director 

Glorieta Camps - Glorieta, New Mexico  

We are currently looking for a driven, detail-oriented, organized individual that can share our passion for our mission statement, and is willing to serve alongside us with a strong work ethic.  We are looking for someone with a desire to live and work in a close community. Please thoughtfully and prayerfully consider each part of our mission statement, job description, and description of our ministry and community before applying. 

REPORTS TO 

Anthony Scott, Executive Director 

MISSION STATEMENT

To inspire Christ-like change through Outdoor Adventure, Authentic Relationships, and Biblical Truth  

COMMUNITY 

The makeup of our community determines a large part of what it is like to live and work here. We have about 120 people who live on-site year round, consisting of full-time staff and families. Glorieta is a beautiful place with many natural resources but calls for a somewhat remote living situation. 

JOB PURPOSE 

As an Executive Assistant at Glorieta Adventure Camps, you'll play a vital role in our team, supporting the Executive Director (ED) with various tasks to ensure our organization runs smoothly. Your responsibilities will range from traditional executive support to coordinating essential Board of Directors (BOD) meetings and facilitating impactful communications. You'll handle tasks like scheduling meetings, managing correspondence, and organizing documents, allowing the ED to focus on strategic priorities. Additionally, you'll collaborate with different teams, utilize tech tools for effective communication, and contribute to various projects. This role offers a unique blend of support, coordination, and teamwork, providing an opportunity to make a meaningful impact. If you're proactive, detail-oriented, and passionate about excellence, join us in our mission to inspire Christ-like change through outdoor adventures, authentic relationships, and Biblical truth. 

JOB RESPONSIBILITIES 

  • Work directly with the ED to support all aspects of his daily work routine. 
  • Traditional Executive Assistant functions, including: help ED with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; making travel arrangements; taking notes at meetings and any other administrative tasks that help the executive perform their job.  
  • Board of Directors items:  
    • BOD meetings: Attend meetings onsite, offsite, and virtually as needed; Create agendas and itineraries; Gather and produce documents and media for board meeting packets including Ministry moments, Videos (prepared by Media), and Testimonies. Gather Financial reports (prepared by Accounting), Salesforce registration reports, and Project reports.  
      • Set up meeting rooms/Zoom calls 
      • Organize meals, coffee, and drinks as needed 
      • Schedule transportation in- and outside camp 
      • Take minutes (with AI assistant) 
      • Disseminate Action points 
      • Follow up and debrief with ED 
    • BOD Google Drive updates 
    • BOD communication 
      • Send out email updates monthly 
  • Learn and use the following softwares and others as assigned: LEADR, Microsoft Teams, Monday.com, Google Suite, Salesforce, Expensify, Bill.com, and Paycor.  
  • Prepare for and attend regular meetings for staff and leadership groups alongside ED, and take care of details before, after, and during, including but not limited to: 
    • Keeping the meeting running on time and minutes 
    • Action points, follow up, accountability for decisions and assignments 
    • Help with cascading communication after meetings  
    • Prepare materials and production needs 
  • Be a gatekeeper for Anthony’s time and calendar: Filter meeting requests for necessity, and Calendar them appropriately 
  • Special projects as they arise, which may include: Grant funding applications or paperwork, budgets for various projects or campaigns, project management of resources and people, purchasing, vetting vendors, vendor communications, etc.  
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed. 

 Other duties of ALL Glorieta staff: 

Glorieta Adventure Camps operate year-round. We have guests on the premises almost every day of the year. Serving guests is our number one priority, and therefore ALL staff must participate in guest service in some capacity. Tasks may include cooking, cleaning, facilitating group activities, running retail locations, general maintenance of the camp property, recruiting trips, sales trips, and work projects as needed. There are often groups here on weekends, and all staff members will be required to work certain weekends as needed. 

QUALIFICATIONS: 

  • A vibrant relationship with Jesus Christ 
  • Willingness to learn new skills on a regular basis 
  • Organized, task and detail-oriented 
  • Excellent written and verbal communication skills 
  • Time-management skills 
  • Willingness to learn and use primarily web-based platforms 
  • Ability to manage a variety of projects at one time 
  • Ability to execute a task fully to completion without direct supervision 
  • Ability to solve problems creatively and change plans as needed (flexibility) 
  • Willingness to perform routine tasks regularly and on time, with deadlines daily, weekly and monthly  
  • The capability to communicate well with team members, staff, and guests in a professional manner 

TRAVEL: Occasional travel will be required for this position and some of its responsibilities 

PHYSICAL DEMANDS:  

  • Candidate must be able to: 
  • Sit and focus on a single task for several hours at a time 
  • Lift 25 lbs 
  • Traverse large distances of varying terrain, often in an outdoor environment 

WORK ENVIRONMENT: Work will primarily be done indoors, however, due to various responsibilities, candidates may be asked to spend some time outside when required. 

TRAINING: Employees will be given the opportunity for improvement through appropriate training 

COMPENSATION: Hourly pay with potential for overtime, onsite housing, medical insurance, 401(k) retirement package after one year, paid vacation, and some reimbursements. See HR and/or potential supervisor for details.  

DISCLAIMER: This job description is not a complete description of all that is necessary for this position. All camp employees are expected to do what it takes to work as a team, even with other departments, to serve our guests. This is not only an expectation but one of the core values that we hold as an organization. We will help each other accomplish our mission to its fullest extent. 

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