Executive Assistant - Close the Bible Gap Alliance

Description

Faith Comes By Hearing’s Ministry Partner, Close The Bible Gap, is looking to fulfill the position of Executive Assistant. This is a remote, independent contractor position.

The Executive Assistant serves as a proactive extension of the Chief Steward, helping protect his time, anticipate needs, strengthen key relationships, and ensure important commitments are carried out with excellence.

This is a high-trust role requiring exceptional reliability, judgment, initiative, and attention to detail. The Executive Assistant will manage traditional executive support while continually looking ahead, identifying needs, advancing priorities, and producing executive-quality work with minimal oversight.

The right person is highly organized, relationally mature, technologically capable, and comfortable interacting with CEOs, major investors, ministry leaders, and global partners. Success means freeing the Chief Steward to remain externally focused on relationships, vision, strategy, and leadership.

Responsibilities include:

Scope of Services

1.1. Executive Calendar, Scheduling & Anticipation

• Own the Chief Steward's calendar, managing a complex mix of internal and external meetings, investor relationships, partner calls, and strategic sessions.
• Coordinate schedules across organizations and time zones, including invitations, meeting links, materials, and follow-up.
• Anticipate and resolve scheduling conflicts, exercising judgment around priorities and competing demands.
• Continually look 2–6 weeks ahead to identify upcoming needs, deadlines, preparation, and potential issues before they become urgent.
• As capacity allows, provide limited calendar and meeting support to the Operations Director.
• As trust and familiarity develop, potentially assume additional executive support responsibilities, including inbox management and correspondence triage.

1.2. Investor Relationship & CRM Support

• Serve as the Chief Steward's administrative counterpart for approximately 30 key investor relationships.
• Own the Chief Steward's CRM workflow in Virtuous, ensuring interactions, notes, commitments, follow-ups, and relationship information are accurately captured and current.
• Prepare the Chief Steward for investor meetings with relevant history, context, outstanding commitments, and follow-up needs.
• Coordinate investor calls, meetings, travel, gifts, notes, and other relationship touchpoints.
• Produce useful CRM reports and reminders that allow the Chief Steward to remain focused externally on relationships rather than CRM administration.
• Help ensure important relationships receive thoughtful, timely, and highly personal follow-through.

1.3. Steering Committee Support

• Partner with the Chief Steward to plan and execute Steering Committee meetings, including scheduling, venue management, travel coordination, and participant communication.
• Ensure agendas, materials, logistics, and pre-reads are complete and communicated in advance.
• Oversee payments, reservations, and related contracts for Steering Committee gatherings.

1.4. Event & Travel Coordination

• Coordinate travel and itineraries for the Chief Steward, anticipating details and potential complications.
• Support key Alliance events, summits, and leadership meetings requiring executive-level coordination.
• Liaise with venues and participants and manage reservations, logistics, budgets, and expense documentation as needed.
• Communicate clearly with Alliance stakeholders regarding logistics, expectations, and materials.

1.5. Executive Communications & Follow-Through

• Draft and refine routine emails, correspondence, meeting materials, and other executive communications.
• Track key commitments and follow-ups involving the Chief Steward and ensure important items do not fall through the cracks.
• Prepare concise briefing materials, summaries, and research as needed.
• Exercise sound judgment regarding what can be handled independently and what requires the Chief Steward's involvement.
• Take ownership of special projects that appropriately remove administrative work from the Chief Steward's plate.

Requirements

Qualifications

• 5–7+ years of demonstrated executive support experience, with priority given to candidates who have directly supported a CEO, founder, senior executive, or comparable leader.
• Demonstrated ability to manage a complex executive calendar with exceptional reliability and judgment.
• Meaningful experience using and maintaining a CRM, including relationship records, follow-up workflows, reporting, and data accuracy.
• Excellent written and verbal communication with the ability to interact confidently and appropriately with senior leaders and high-capacity investors.
• Comfortable writing and summarizing content such as donor updates, testimonies, or impact stories with clarity and warmth.
• Proven ability to anticipate needs, work from incomplete direction, and independently move work forward.
• Exceptional attention to detail and ability to manage multiple priorities without sacrificing accuracy or follow-through.
• Strong proficiency with modern collaboration and productivity tools. Experience with CRM/Virtuous, Monday.com, Microsoft Suite, is beneficial.
• Comfortable using AI and emerging technology to increase effectiveness while maintaining personal judgment, accuracy, and ownership of final work.
• Proven discretion and faithful stewardship of confidential and sensitive information.
• Availability spread across the five-day workweek, with reasonable flexibility around executive needs.
• Ability to work effectively across organizations, denominations, cultures, and time zones.

Preferred Attributes

• A heart for advancing God's Kingdom and strong alignment with Close the Bible Gap's mission.
• Exceptionally dependable. When something is owned, others can confidently assume it will get done.
• Proactive rather than reactive, naturally asking “What is coming that we need to prepare for?”
• Relationally mature and comfortable engaging CEOs, investors, ministry leaders, and diverse personalities.
• Able to respectfully manage upward, ask good questions, push for needed decisions, and provide thoughtful perspective.
• Humble, service-oriented, adaptable, and comfortable operating in a fast-moving environment where everything will not always be perfectly defined.
• Comfortable working remotely while remaining highly responsive and relationally connected.
• Interested in building a trusted, long-term working relationship rather than simply completing assigned tasks.
• Willing to travel occasionally for major Alliance meetings or gatherings.

Engagement Outcomes

Within the first six months, the Executive Assistant has become a trusted extension of the Chief Steward. His calendar and travel are proactively managed, investor information and follow-up are consistently current in Virtuous, Steering Committee meetings are exceptionally prepared, and important commitments rarely require him to remember or chase administrative details himself.

Most importantly, the Executive Assistant is increasingly anticipating rather than waiting, allowing the Chief Steward to devote more of his time to relationships, leadership, vision, and the mission of Close the Bible Gap.