Executive Assistant (Travel + Scheduling + Admin Operations Support)
Executive Assistant / Part-Time 500 - 700 USD per-month-salaryJob Overview
Role Overview
We are seeking a highly proactive, calm-under-pressure Executive Assistant to support a senior leader with a fast-moving schedule that includes frequent travel, speaking engagements, teaching/seminars, church leadership responsibilities, and chaplain support for a college sports team. This EA will serve as a trusted scheduling and logistics partner, helping anticipate conflicts, prioritize commitments, and manage communication between internal team members and external hosts/administrators—especially when details are incomplete, delayed, or changing.
This role can start part-time with a clear path to full-time, depending on workload and performance.
Key Responsibilities
1) Calendar Ownership + Prioritization Support
● Manage a complex calendar across multiple responsibilities (church, travel, teaching, chaplain work, speaking events).
● Proactively flag scheduling risks (e.g., back-to-back meetings, lack of prep time, no meal breaks).
● Surface upcoming conflicts and provide recommendations aligned to priorities.
● Ensure proper preparation blocks are scheduled for sermons, seminars, and key engagements.
● Coordinate and confirm meeting details with internal and external stakeholders.
2) Travel Planning + Real-Time Trip Support
● Plan trips end-to-end (flights, hotels, ground transport, itineraries).
● Track and apply travel preferences (e.g., aisle seat preference, realistic connection times).
● Handle last-minute changes (delays, cancellations, reroutes) and quickly pivot travel plans.
● Create concise trip briefs (itinerary, confirmation numbers, important contacts).
3) Proactive Communication + Follow-Up Management
● Serve as a buffer between the leader and external organizers/assistants (pastors, host teams, admin staff).
● Follow up persistently and professionally to obtain missing details (venue info, schedules, reimbursements, coverage).
● Keep the leader and internal team updated with clear status summaries.
● Coordinate communication with the Cincinnati-based team regarding travel schedules and availability.
4) Finance/Logistics Coordination (Light Admin)
● Track reimbursement workflows (expenses paid upfront, reimbursement received after travel).
● Follow up with hosts/organizations when reimbursements are delayed or unclear.
● Maintain simple tracking logs for trip expenses and reimbursement status (in coordination with internal finance/admin).
5) Internal Systems + Workflow Support
● Use and maintain task/project tracking as needed (Trello).
● Support team coordination through church systems (Planning Center – experience is a plus; willingness to learn is required).
● Keep documentation updated and organized (Google Workspace/Drive).
Role Overview
We are seeking a highly proactive, calm-under-pressure Executive Assistant to support a senior leader with a fast-moving schedule that includes frequent travel, speaking engagements, teaching/seminars, church leadership responsibilities, and chaplain support for a college sports team. This EA will serve as a trusted scheduling and logistics partner, helping anticipate conflicts, prioritize commitments, and manage communication between internal team members and external hosts/administrators—especially when details are incomplete, delayed, or changing.
This role can start part-time with a clear path to full-time, depending on workload and performance.
Key Responsibilities
1) Calendar Ownership + Prioritization Support
● Manage a complex calendar across multiple responsibilities (church, travel, teaching, chaplain work, speaking events).
● Proactively flag scheduling risks (e.g., back-to-back meetings, lack of prep time, no meal breaks).
● Surface upcoming conflicts and provide recommendations aligned to priorities.
● Ensure proper preparation blocks are scheduled for sermons, seminars, and key engagements.
● Coordinate and confirm meeting details with internal and external stakeholders.
2) Travel Planning + Real-Time Trip Support
● Plan trips end-to-end (flights, hotels, ground transport, itineraries).
● Track and apply travel preferences (e.g., aisle seat preference, realistic connection times).
● Handle last-minute changes (delays, cancellations, reroutes) and quickly pivot travel plans.
● Create concise trip briefs (itinerary, confirmation numbers, important contacts).
3) Proactive Communication + Follow-Up Management
● Serve as a buffer between the leader and external organizers/assistants (pastors, host teams, admin staff).
● Follow up persistently and professionally to obtain missing details (venue info, schedules, reimbursements, coverage).
● Keep the leader and internal team updated with clear status summaries.
● Coordinate communication with the Cincinnati-based team regarding travel schedules and availability.
4) Finance/Logistics Coordination (Light Admin)
● Track reimbursement workflows (expenses paid upfront, reimbursement received after travel).
● Follow up with hosts/organizations when reimbursements are delayed or unclear.
● Maintain simple tracking logs for trip expenses and reimbursement status (in coordination with internal finance/admin).
5) Internal Systems + Workflow Support
● Use and maintain task/project tracking as needed (Trello).
● Support team coordination through church systems (Planning Center – experience is a plus; willingness to learn is required).
● Keep documentation updated and organized (Google Workspace/Drive).
Tools & Systems
- Must-have experience:
- Google Workspace (Calendar, Gmail, Docs, Sheets, Drive)
- Professional calendar management experience
- Strong written communication
- Nice-to-have:
- Trello
- Planning Center (or willingness to learn quickly)
- Travel booking platforms (Expedia, Google Flights, airline portals, etc.)
Ideal Candidate Profile
- Highly proactive: notices issues before they become problems (prep time, meal blocks,
- overbooked days).
- Strong follow-through: comfortable nudging external parties who are slow to respond.
- Excellent judgment and discretion with personal scheduling details and sensitive information.
- Warm, pleasant personality with a service-minded approach (“Team Brian”).
- Calm under pressure and able to troubleshoot travel issues quickly.
- Organized, reliable, and responsive during busy seasons.
Faith/Ministry Context Awareness (Helpful, Not Required)
- This role supports a leader operating in a Christian ministry environment.
- Familiarity with Christian terminology, church culture, and ministry-related communication is a plus.
- Candidates do not need to share the same beliefs—awareness and comfort supporting faith-based work is what matters.
What Success Looks Like
- Calendar is clear, realistic, and aligned to priorities.
- Travel runs smoothly, and disruptions are handled quickly with minimal stress to the leader.
- External parties are followed up with consistently, and missing details are obtained early.
- Internal team stays informed without the leader needing to repeat updates.
- Leader is better supported with prep time, margin, and fewer “last-minute fires.”
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM