Executive Assistant - OOP

The Executive Assistant - OOP position exists to provide administrative assistance and to perform highly diversified tasks requiring comprehensive knowledge of Focus on the Family policies and procedures in support of the President’s Office; performs marketing and major donor related functions for the President’s Circle; relieves supervisor of a wide variety of involved/complex administrative duties by specific or general authorization; utilizes a broad knowledge of the functions and general operating methods and policies of supervisor's organization and the ministry with minimal supervision; plans/arranges own work using a wide range of procedures; assumes responsibility for general decisions; analyzes problems, recommends solutions, and follows through until resolved; refers only specific, unusual problems to supervisor.

Essential Duties/Responsibilities:

Administrative:

Serves President, Chief of Staff, and Vice President of Presidential Relations in all administrative aspects, directly for the Chief of Staff and the Vice President, and as back-up for the President/CEO

Maintains Chief of Staff’s and Vice President’s office calendar; serves as back-up for President’s calendar, and arranges meetings with employees and constituency; establishes priorities for appointments and makes travel arrangements, both domestically and internationally

Manages all travel for Chief of Staff (and occasionally President, and his family for ministry events, including researching flights and hotels and cars, booking the preceding. Collects receipts and handles Concur expense reporting, for Chief of Staff, and Vice President, verifying that each executive’s reimbursement is accurate, often working with Accounting to clear up discrepancies

Reviews the details of the President’s travel itineraries and corresponding calendar that have been prepared by President’s executive assistant for accuracy with information obtained by President’s executive assistant

Creates companion travel itineraries for Chief of Staff, as well as solo itineraries when COS is traveling alone

Is available occasionally to President’s office personnel after hours as needed and on weekends for travel mishaps and changes

Organizes corporate travel card for both Chief of Staff and Vice President, as well as corporate P-Card for Chief of Staff’s direct reporting group
Arranges either quarterly or per-trimester Q&A meetings with large group of employees on behalf of President, as well as quarterly new-employee Q&A

Documents notes from weekly C-Team meetings if needed, and trimester Board meetings into action item table and updates upon direction

Screens incoming mail, both internal and external; answers or refers to other managers for appropriate distribution of those letters not requiring supervisor's personal handling; alerts supervisor of mail, which requires immediate action

Prepares monthly resource mailings to Board members on behalf of President

Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature

Places, receives, screens, and refers telephone calls on behalf of Chief of Staff and Vice President, and as back-up for President, to appropriate personnel, both internal and external

Regularly interfaces with other departments and agencies outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate

Checks, prepares, corrects, and/or summarizes reports, records, and correspondence; creates spreadsheets and PowerPoint presentations

Serves as a liaison between supervisor (as well as President and Vice President) and others, including Board members, both on phone and in writing; follows up to ensure a timely response to projects and assignments

Oversees special projects involving in-depth familiarity with ministry background and policy spanning more than one functional area or operating division: searches manuals, files, and records for relevant background information

Initiates and organizes data for reports and presentations for supervisor's review; responsible for preparation of presentations, reports, charts, and graphs to be presented to any level of management

Independently answers administrative/procedural questions relating to policy and procedure for other ministry personnel and outside callers, utilizing a comprehensive knowledge of the functions, operating methods, and practices of the organization

Coordinates and assists with projects, event planning, data entry reporting, research, product purchases and measurements resulting in enhanced friendships with constituents through authentic encouragement, provides resources for their ministry needs, and coordinates relationships with two main groups of constituents: current and potential.

Helps Vice President with planning and executing boutique events in connection with Family Advancement including high level meal events.
Manages Vice President caseload communication, constituent accounts and overall caseload database Responds to complaints and problems of employees/constituency who have contacted supervisor's office by recording complaints and using own judgment to answer general questions; refers specific problems to supervisor or to relevant area

Consults with Events Department for OOP functions

Other Duties/Responsibilities:

Overall back-up to President in concert with President’s Executive Assistant
Displays the ability to safeguard the ministry's integrity when handling confidential information
May provide administrative support to other departments in specified C-level structure
Performs other duties as assigned which may include duties of lower-level job grades

Managerial Breadth/Scope of Job:

Self-management, and coordination with Events Dept. staff as needed

Working Environment/Physical Requirements:

Professional office environment, more so than rest of the ministry

Dynamic work environment that can be stressful

JOB QUALIFICATIONS/REQUIREMENTS

Character/Spiritual:

Exemplifies Ephesians 5:1-2: “Therefore be imitators of God as dear children and walk in love, as Christ also has loved us and given Himself for us...”
Pursues the Great Commission given by Jesus Christ in Matthew 28:19-20: “Go therefore and make disciples of all the nations, baptizing them in the name of the Father and of the Son and of the Holy Spirit, teaching them to observe all things that I have commanded you; and lo, I am with you always, even to the end of the age.”
Is a consistent witness for Jesus Christ; maintains a courteous, Christ-like attitude in dealing with people within and outside of Focus; adheres to the Standard of Moral Conduct and Statement of Faith; upholds Focus on the Family's ministry in prayer
Prays personally for Focus on the Family’s staff and constituents and may occasionally lead in a public prayer
Engages in Christian ministry
Demonstrates behaviors aligned with FOF core values

Personal Characteristics:

Pleasant and friendly demeanor, ability to be flexible and handle stressful situations, not overly talkative, ability to focus on task at hand

Knowledge/Experience:

Specialized training/education equivalent to three years of college
5-7 years of directly-related experience

Skills, Abilities, and Special Talents/Gifts:

Maintains the utmost confidentiality (externality and internally) on matters relating to the Office of the President

Ability to communicate effectively (oral and written), especially when directing other personnel; frequently interfaces with individuals in executive positions; complete discretion, courtesy, and tact required when dealing with individuals on telephone and in person

Excellent organizational and time management skills

Excellent listening skills and exhibit the ability to understand what others are communicating

Detailed and task oriented with good analytical skills to extract, verify, and draw conclusions from data

Ability to establish and maintain rapport with various levels of staff across the ministry; (contacts will extend to the Office of the President)

Ability to respond appropriately to employees, constituency, and executive management, especially during high-pressure situations

Ability to work in a dynamic environment and to adjust priorities accordingly

Good mathematical and analytical skills to develop and monitor systems

Exhibits good leadership capabilities to coordinate administrative workflow

Very capable and orientated to handle fine and minute detail

Proficient in the use of computer hardware and software

Advanced knowledge of Microsoft Office (Outlook, Word, Excel, and PowerPoint)

Working experience with Salesforce and Workday are a plus

Knowledge of US evangelicalism as well as its concepts and key leaders

Citizen level knowledge of US. state, and local governmental leaders

Stewardship Requirements:

Handles minor budget issues

Pay Range: $27.79 to $32.93

Application Materials Required: Cover Letter, Resume/CV
*Colorado Residents: In any materials you submit, you may redact or remove any age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Application Materials Instructions: Please identify the job specific minimum qualifications you possess in your cover letter and be sure your resume includes any and all relevant experience to be accurately assessed against the qualifications listed in the posting. To apply, please submit the following application materials to this posting. 1. A current resume. 2. A cover letter that specifically addresses the job requirements and outlines qualifications.

Focus on the Family puts a high value on our team members and offers a unique benefit package.
Employees scheduled for 20 hours or more per week are eligible for:

Norton LifeLock ID Theft Coverage
Legal Shield/ID Shield Coverage
AFLAC
403B Retirement Plan
Vacation Time & Vacation Payout
Sick Time
Holidays
Service Awards
Community Service Days
Bookstore Discount
Fitness Center

Employees scheduled for 30 hours or more per week are eligible for all the above and:

Medical Plan
Dental Plan
Vision Plan
Life Insurance
Disability Insurance
Flexible Spending Accounts
EAP (Employee Assistance Program)
Tuition Reimbursement
Warehouse Membership Reimbursement

Note: This is a summary and should not be construed as future promises to continue to provide benefits as outlined above. For complete and definitive language, refer to the governing plan documents.

*Temporary employees are not eligible for benefits, except for:

Sick Time
Bookstore Discount
Fitness Center

Tentative Search Timeline:

Priority will be given to applications submitted by November 9, 2026. However, this posting will remain open until filled.
The potential employee start date is December 7, 2026

Posting date: October 9, 2026
Un-posting date: ongoing until filled
Posting contact email: [email protected]