Executive Assistant to Resident Bishop

SUMMARY

The Executive Assistant provides in-person, region-specific administrative services to the Resident Bishop in their role of providing oversight to the New Hope Episcopal Area and to the wider global church.

The Bishop has two Executive Assistants in the New Hope Episcopal Area, one in the New York Annual Conference and the other in the New England Annual Conference, who work collaboratively on financial, logistical and Council of Bishops topics and independently for topics that apply to their specific Annual Conference. The Executive Assistants also work collaboratively with the Assistant to the Bishop to provide team support to the Bishop.

Each Executive Assistant must be versed in cross-cultural communication and have experience exercising cultural sensitivity in a multi-language environment. A successful candidate will be able to anticipate needs of the Bishop, the Assistant to the Bishop, and members of the Cabinet as well as manage processes proactively. Both Executive Assistants must be collaborative team players, able to work with people at all levels within the organization, including volunteers. They must also be able to exercise initiative and judgement in taking administrative action authorized by the Bishop during their absence.

The Executive Assistants are under the direct supervision of the Resident Bishop with secondary accountability to the Assistant to the Bishop.

COLLABORATIVE AND REGION-SPECIFIC DUTIES

Scheduling and Travel Arrangements

The Executive Assistants collaboratively, in direct consultation with the Resident Bishop and the Assistant to the Bishop, will maintain the Bishop’s calendar. The Executive Assistants manage region-specific travel arrangements for the Bishop. The Executive Assistants provide the Bishop with marked folders of all material necessary for each region-specific meeting and/or responsibility.

Hospitality and Public Relations

1. Region-specific cabinet meetings and hospitality needs for the Cabinet.

2. Collaboratively manage offsite meetings of the joint Cabinets.

3. Build and maintain positive working relationships with members of the Bishop’s Cabinet.

4. An ability to demonstrate a firm politeness and a non-anxious presence at all times.

5. Collaborate with other support staff to ensure consistent, high-quality reception and hospitality with the Episcopal Office.

6. Support the coordination of special events (e.g. Annual Conference, Bishop’s Convocation, other Annual Conference events) including preparation of required documents and certifications as requested.

7. Maintain an inventory of office supplies and hospitality items and reorder as necessary.

Mailing

The Executive Assistants will coordinate and arrange all region-specific correspondence (both print and e-mail) that comes into the office, so the Bishop is presented with a clear and concise list of responses that are necessary in prioritized order.

Records Management

Maintain administrative files as well as accurate lists of important information including but not limited to contacts, recurring meetings, birthdays/anniversaries, statistics, the Bishop’s biography, etc.

Finances

The Executive Assistants will work in cooperation with the Bishop in processing the finances of the Episcopal Office each month through the region-specific coordination of receipts, processing bills, and submission of expense reports to the Annual Conference and the General Council on Finance and Administration. The Executive Assistants maintain the petty cash fund for their respective Episcopal Office.

Other

1. Respect and honor the diversity of The United Methodist Church community.

2. The Executive Assistant will be expected to perform other duties and tasks as requested/negotiated with the Resident Bishop.

QUALIFICATIONS

Skills and Experience

1. General business and management skills are required including knowledge of English grammar, proper spelling and punctuation; proficiency with Microsoft Office Suite, Apple iCloud, Adobe Acrobat, ZOOM, Brick River, filing, organization, and basic bookkeeping skills.

2. An ability to work independently without supervision.

3. An ability to work well with all levels of management and staff as well as external customers and the faith community.

4. An ability to give extreme attention to details with an eye for excellence.

5. An ability to meet tight deadlines, effectively manage time, and prioritize tasks.

6. A willin…