Executive Assistant, PT (Multiple Openings) - Southwestern Baptist Theological Seminary

Position Title: Executive Assistant

Openings: VP for Finance, C.F.O, VP for Institutional Relations and Chief of Police

Date Prepared: September 2024

FLSA Status: Hourly

Part Time

Standard of Christian Commitment

The candidate must be a professing Christ follower who possesses a strong commitment to the mission and core values of Southwestern Seminary and Texas Baptist College, possess a clear understanding of Southern Baptist heritage and culture, and agrees to serve in accordance with and not contrary to the current edition of the Baptist Faith and Message.

Southwestern Seminary, an entity of the Southern Baptist Convention, is a confessional institution. While the Seminary serves the larger evangelical Christian community, employees must embrace the values and standards the Seminary represents as it fulfills its mission of shaping Christian leaders within our denominational context.

Since duties of this position require the employee to represent the Seminary to prospective and current students, candidates must abide by the Seminary bylaws, the Employee Handbook, and the current edition of the Baptist Faith and Message as a condition of employment.

Job Summary

The Executive Assistant provides administrative and operational support to a Vice President in one of various areas of the institution and to specific departments that report directly to the VP.

Essential Job Functions / Responsibilities

The employee in this position will have the following essential job functions:

• Maintain the Vice President’s calendar which may include but is not limited to scheduling meetings, appointments, and travel arrangements;

• Compose, review, and send correspondence on behalf of the Vice President;

• Answer telephone lines as needed and record all messages;

• Organize and maintain the office filing system;

• Serve as receptionist in the office;

• Prepare, reconcile, and submit expense reports;

• Process contracts and payment requests;

• Maintain confidential and sensitive information;

• Attend meetings the Vice President deems necessary;

• Prepare reports for the Vice President;

• Keep the Vice President apprised of time-sensitive and priority issues;

• Maintain current knowledge of policies, rules, and regulations;

• Provide administrative support to other members of the department as directed;

• Keep up with supplies in the office and make orders when necessary;

• Receive and sort office mail;

• KRONOS supervisor as directed;

• Perform other related duties as assigned and specific to area of responsibility.

Skills / Requirements

• Exhibit a humble, patient, and collaborative spirit to create a healthy and vibrant work culture for the staff team

• Proficiency in Microsoft Office applications

• Highly relational ability with a passion for customer service.

• Exhibits discretion and confidentiality with professionalism.

• Excellent verbal and written communication skills.

• Enjoy interacting with a diverse group of people from all backgrounds and age groups.

• Possess a strong work ethic and initiative, values punctuality and teachability.

• Possesses excellent time management, self-motivation and organization skills.

• Ability to multi-task, pay attention to detail, solve problems and be a team player.

• Expectation to strive for personal and professional growth in leadership and general ministry effectiveness.

Qualifications / Education

• Bachelor’s degree or equivalent preferred.

• Three or more years of administrative assistant experience in a business environment preferred. One or more years of supervisory experience.

• Ability to provide proof of Work Authorization in the U.S. and proof of identity.

• Successful completion of background check is a requirement of all position, additional education verification, employment verification and credit check may be required.

• Valid driver’s license, Motor Vehicle Report (MVR) and personal auto insurance may be required.

Supervision

• This position may provide timekeeping support to others in an “administrative manager” capacity on behalf of VP.

• This position will report to the Vice President as assigned.

Decision-Making Responsibilities

• None

Exposure to Confidential Information

• Yes; exposure to confidential business and finance information as well as to personal contact information.

Physical Requirements

• One must be able to traverse campus to attend meetings in various locations.

• Able to use a computer and move about the office to interact with other staff member

• While performing the duties of this job, the employee is regularly required to interact with others by communicating professionally both verbally and written

• While performing the duties of this job, the employee is regularly required to actively listen and receive instructions

• Able to carry and lift up to 20 pounds to perform tasks that may be assigned in the course of operations.

• Specific vision abilities required by this job include close vision and ability to adjust focus.