Administrative Assistant for the Faith and Leadership

Position Summary The Administrative Assistant for the Faith and Leadership Collaborative and Strategic Initiatives and Partnerships provides high-level administrative and operational support to the Grant Director (Executive Director of the Faith and Leadership Collaborative) and the Vice President for Strategic Initiatives and Partnerships, ensuring efficient, professional, and confidential execution of duties. This position plays a critical role in the successful implementation of Garrett's large-scale collaborative initiatives and related ecosystem partnerships. The Administrative Assistant serves as a central coordinating presence across multiple initiatives, partners, and internal departments. This role requires an experienced administrator who is proactive, anticipatory, highly detail-oriented, and capable of managing multiple complex workstreams simultaneously. The successful candidate does not merely execute assigned tasks but anticipates needs, builds systems, strengthens workflows, and ensures institutional follow-through across strategic priorities. The ideal candidate is a highly organized, self-directed professional with exceptional interpersonal and communication skills. They must thrive in a dynamic academic environment and demonstrate deep discretion, attention to detail, and a commitment to the seminary's theological identity and values. This individual will report directly to the Executive Director of the Faith and Leadership Collaborative, with a dotted-line relationship to the Vice President for Strategic Initiatives and Partnerships. Required Education and Experience Bachelor's degree. Minimum of 5-10 years of experience supporting senior or executive-level leadership in administrative roles. Demonstrated ability to manage multiple priorities and adapt to evolving needs in a high-paced, collaborative environment. Outstanding written and verbal communication skills. Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and common administrative tools. High degree of discretion, integrity, and confidentiality. Strong organizational and time management skills; proactive in anticipating needs and solving problems. Alignment with and support of the seminary's mission, values, and theological commitments. Preferred Education and Experience Experience in higher education, nonprofit, or religious institutions. Familiarity with financial systems or budgeting tools. Event planning or project coordination experience. Fluency or proficiency in a second language (specifically Spanish, Portuguese, Korean, or French). Essential functions and responsibilities:Executive Support Serve as the first point of contact for the Faith and Leadership Collaborative, managing inquiries with diplomacy, professionalism, and confidentiality. Serve as a professional liaison with internal and external partners. Manage complex and evolving calendars for the Grant Director and VP-SIP, including coordination across multiple institutions and time zones. Coordinate and prepare agendas, materials, presentations, reports and follow-ups for meetings with partners, denominational leaders, and institutional stakeholders. Track decisions and action items to ensure timely follow-through. Draft, edit, and format correspondence, reports, and grant-related communications. Grant and Initiative Coordination Support implementation of The Faith and Leadership Collaborative's Innovation Hubs and ecosystem initiatives. Maintain organized documentation for MOUs, subawards, contracts, and partnership agreements. Track grant milestones, reporting deadlines, and required deliverables. Assist in preparing narrative and financial reports for grant compliance. Financial and Operational Support Assist with budget tracking in collaboration with the Finance Office. Process invoices, reimbursements, and payments in alignment with seminary policies and grant guidelines. Maintain digital and physical filing systems for financial and contractual documentation. Convening and Event Coordination Coordinate logistics for partner gatherings, cohort sessions, and conferences (virtual and in-person). Manage travel arrangements and documentation. Prepare materials and communications for events and webinars. Systems Development and Process Improvement Create and maintain workflow systems, templates, and tracking tools. Identify administrative bottlenecks and propose process improvements. Strengthen communication and documentation systems across collaborative initiatives. Success factors/job competencies: Possesses self-direction, attention to detail, and organizational skills needed to track, prioritize, and follow up on multiple projects to ensure they are completed accurately and confidentially, and that issues are resolved quickly. Ability to build relationships and consensus, and effectively communicate with and collaborate with diverse populations across the institution's faculty, staff, and partner organizations. Desire to work in a fast-paced team environment. Advanced level of computer hardware and software technical capacity. Problem analysis and problem resolution at both strategic and functional levels. Highest possible integrity and professionalism, with the capability of developing and maintaining credibility throughout the organization and externally. Enthusiasm for the strategy, culture, institutional mission, curricular objectives, and people of Garrett-Evangelical. Excellent verbal and written communication skills. Establish the Essential Functions Ensure that the tasks as part of the job function are truly necessary or a requirement to perform the job. Determine the frequency at which the task is performed or how much time is spent performing a task. Determine the consequences of not performing the function and whether this would be detrimental to the employer's operation or result in severe consequences. Determine if the tasks can be redesigned or performed in another manner. Determine if the tasks can be reassigned to another employee.

Created: 2026-03-04