American Bible Society
Job Purpose:
The Scheduling and Logistics Associate is a member of the Office of the President/CEO and is responsible to support the President/CEO and the Board of Directors by performing a broad range of projects and duties, including coordinating all travel and meeting logistics for both the President and Board of Directors as well as providing logistical office support.
Essential Duties and Responsibilities:
OOP Scheduling & Logistics
- Coordinate scheduling of all meetings and appointments for the President/CEO
- Pre-screen all meeting proposals to ensure the request is a strategic use of the President/CEO’s time
- Execute Outlook invites for the OOP and Board of Directors (BOD) including Senior Executive Team (SET), Executive Leadership Team (ELT), and Leadership Community (LC) meeting notices1&2
- Daily and regular updates to the calendar to reflect the most accurate and real-time information
- Protect the President/CEO’s time by leaving “white space” and prep time before and in between appointments as necessary
- Strategically develop the most efficient and cost-effective travel routes and transportation methods for each trip for the President/CEO
- Execute all logistical arrangements for both appointments in and outside of headquarters3
- Oversee all internal authorizations and forms related to meetings both in and outside of headquarters
- Establish a thorough and succinct trip binder or portfolio for every trip
- Facilitate and process all agendas ahead of meetings both internal and external
- Work with the OOP Senior Manager to maintain a running list of agenda items for the President/CEO’s direct reports or regularly scheduled meetings
- Provide the President/CEO with a thorough and succinct meeting portfolio with an agenda, logistical information, presentations, talking points and background materials for every meeting
- Track and oversee the President/CEO’s Allocation of Time for finance teams and Board of Directors
- Answer, process, and route incoming calls for the President/CEO
- Copy and print documents for the President/CEO as needed
BOD Procedures & Operation
- Assist in arranging all meetings, calls, and web conferences with the President/CEO, Directors, Board Officers, and others upon request1,2,3
- Provide oversite over invites and communications sent by BOD Committee admins for upcoming meetings2
Essential traits/Skills: Minimum qualifications individual must possess when entering position
- Passion for the Bible cause and its ability to impact lives
- Fervent belief in the mission of the American Bible Society and its core values
- Proficient in Microsoft software applications, including Word, Excel, Outlook, Power Point
- Working knowledge of the Board Effect platform
- Self-starter, detail oriented, excellent planning/follow-through skills, and the ability to work independently
- Evaluative judgment based on the analysis of factual information in complicated situations.
- Excellent analytic skills
- Should be considered a knowledgeable resource with limited authority. Efforts should enable a team or manager to make enhanced decisions.
- Must be professional, dependable, and have integrity in confidential matters
- Ability to juggle multiple assignments and schedule workload to meet established deadlines
- Excellent written and oral communication skills
- Excellent organizational and time management skills
- Strong negotiation skills
- Must have good telephone manner and the ability to maintain harmonious working relationships both inside and outside the Society
- Ability to work early or late, as needed
- May require being on call for questions related to meetings or travel in real time
Education and/or Training:
- College Degree.
- Minimum 3 years’ experience in Senior or Executive level office
