JOB SUMMARY: Executive Administrative Coordinator

This voluntary administrative role is responsible for coordinating the activities and programs in the office of the President (see below). In addition, this voluntary role will provide critical operating support to the office of the President. Volunteers in this capacity will manage the President's calendar, community connections, and public appearances both on and off Zoom. This position will be a closer partner with the President and will organise the workflow for the cohort leaders, maintain timely correspondence, and serve as a liaison between the President and the seminary's constituents.

ORGANISATIONAL RELATIONSHIP

Reports to the President of the Seminary

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

• Act as a trusted partner and direct support to the President
• Manage all contact with the public, students, and staff coming through the President's office.
• Assist the President with day-to-day administrative tasks, projects, and planning.
• Administer extensive and complex calendar for the President by scheduling and managing travel and expenses, including flights, hotels, meals, and events.
• Review, track, and code invoices and budgets for the office.
• Organise meetings for the President and others and manage department functional meetings, outings, celebration events, etc.
• Work in collaboration with the General Secretary and President to create cohort meetings agendas/presentations and provide communication to seminarians.
• Responsible for planning and implementing all Gen. Sec.-related functions for annual meetings, and any called meetings of the Seminary - including contracting with caterers, hotels, transportation, reserving meeting spaces, and any other necessary details.
• Tasked with planning and the coordination of graduation events, including rental reservations; invitations to speakers and special guests as well as managing their travel itineraries; issuing honorariums and expense reimbursements; preparing and distributing materials needed for service; preparing graduate packets for potential graduating students, and ensuring deadlines are met.
• Manage the various Zoom rooms supported by the College, maintain inventory of courseware included in the superstructure, and regulate the supply of resources, digital or otherwise in coordination with the Project Ops office.
• Prepares and edits correspondence, presentations, reports, and print material for the President as needed.
• Participate in Senior Administrative Leadership team meetings in the Asia Staff Room (ASR).
• Provides accurate record and file maintenance and ensures filing is in proper format particularly Student Data in the ORCiD (open resource contributor ID) repository.
• Consolidate, edit, and distribute various department correspondence, reports, and presentations whether on or off line.
• Liaison between the President's family and the campus for events, vicarage oversight, and hosting activities at the various extension campuses, Chiangmai, Fukuoka, Metro Manila, etc.