Executive Assistant

PROFILE:
As with all positions within Mentoring Alliance, the Part-Time Executive Assistant is first and foremost considered a minister of the gospel. This individual is a Christ-follower who sets an example for believers and nonbelievers, leads a life above reproach, and supports Mentoring Alliance’s religious mission. The Executive Assistant is expected to live consistently with Mentoring Alliance’s Christian beliefs, Statement of Faith, and Employee Handbook while flourishing in a biblically grounded, grace-based, Christ-centered, excellence-driven, and multiethnic environment.

MISSION STATEMENT:
The mission of the Part-Time Executive Assistant is to provide focused administrative and professional support to a Mentoring Alliance Vice President through email management, calendar coordination, occasional travel logistics, and assigned special tasks or projects.

POSITION AND LOCATION DISCLAIMER:
Mentoring Alliance is hiring for two Part-Time Executive Assistant positions through one job posting and one application:
Executive Assistant to the Vice President of Finance & Administration: This position may work remotely from anywhere and must be available for occasional in-person meetings or travel as needed.
Executive Assistant to the Vice President of Programs: This position is based in Waco, Texas.
Candidates who apply through this posting will be considered for the position that best aligns with their qualifications, availability, and location. Applicants interested in the Vice President of Programs assignment must be able to work in Waco.

KEY RESULT AREAS:
Minister of the Gospel
The Part-Time Executive Assistant is first and foremost considered a Minister of the Gospel and supports Mentoring Alliance’s religious mission by living as an example of Christ, serving staff and stakeholders in a biblically consistent manner, communicating the organization’s beliefs and Statement of Faith, and participating in distinctly Christian activities such as prayer, staff gatherings, and ministry events.

Executive Communication and Administrative Support
Represent the assigned Vice President with professionalism, discretion, and organization. Prepare meeting materials, agendas, and briefing documents; take notes and track action items in selected meetings; and provide administrative support for assigned tasks and projects. Organize information, prepare basic materials, monitor project details, and follow through on defined deliverables within the agreed weekly hours.
Communicate professionally on behalf of the Vice President, primarily with internal staff and occasionally with vendors or other stakeholders. Help manage the Vice President’s email by organizing messages, flagging priorities, drafting responses as assigned, and tracking needed follow-up. Triage incoming requests, exercise sound judgment when managing access to the Vice President, and prioritize correspondence to reflect organizational priorities. Handle sensitive information with the utmost discretion and maintain the confidentiality of the Vice President’s relationships and communications.

Calendar, Meeting, and Follow-Up Support
Schedule, reschedule, and confirm meetings and appointments for the Vice President. Communicate calendar changes promptly and professionally, anticipate scheduling conflicts, and adjust priorities in coordination with the Vice President. Coordinate meeting details, including locations, virtual meeting links, attendees, and basic preparation needs, and ensure the Vice President has relevant materials for priority meetings and commitments.
Attend weekly Executive Leadership Team meetings virtually or in person as needed to provide administrative support, including taking notes, tracking action items, preparing or distributing materials, and helping follow up on assigned next steps. Attend and support virtual or in-person committee meetings, staff meetings, and other staff functions as assigned.

Travel, Logistics, and Project Coordination
Coordinate occasional travel logistics for the Vice President, including scheduling, reservations, itineraries, and related follow-up. Support assigned special tasks and projects by organizing information, tracking details, preparing materials, and completing defined deliverables within the position’s weekly hours.

QUALIFICATIONS:

• 3+ years of administrative support experience, preferably supporting an executive or senior leader in a remote or hybrid environment.
• Bachelor’s degree preferred, or equivalent experience in executive or administrative support.
• Proven ability to manage details, organize information, and follow through on assigned tasks.
• Ability to self-start, work independently, and meet deadlines in a part-time remote or hybrid environment.
• Proficient with Microsoft Office and comfortable learning communication, calendar, and productivity tools used by the organization.
• Excellent written and verbal communication skills.
• Strong administrative typing, editing, proofreading, and attention-to-detail skills.
• Able to build professional relationships with management, staff, vendors, and other internal or external stakeholders.
• Excellent problem-solving skills.

JOB DETAILS:
Reports To: Vice President of Finance & Administration or Vice President of Programs, depending on assignment
Employment Type: Part-time, non-exempt
Schedule: Approximately 15 hours per week, with flexibility up to 20 hours per week as workload requires
Location: Remote from anywhere for the Executive Assistant to the Vice President of Finance & Administration; Waco, Texas, for the Executive Assistant to the Vice President of Programs
Travel Requirements: Occasional in-person meetings or travel as needed