Executive Assistant and Project Coordinator

Location: Hybrid, Chicago, IL

Employment Type: Full-Time

Annual Compensation Range: $60,000 – $65,000

The compensation above is the estimated hiring range for this position. Final offers are determined based on a variety of factors including skills, experience, qualifications, internal equity, and other job-related considerations.

To access a list of benefits for full-time jobs, please visit www.moodybible.org/careers/benefits.

Make an Impact Behind the Work That Moves Our Mission Forward

Are you a highly organized, proactive professional who thrives on bringing order to complexity, anticipating what leaders need, and keeping important priorities moving forward?

Moody Bible Institute is seeking an Executive Assistant & Project Coordinator to serve as a trusted partner to our Chief Marketing and Enrollment Officer (CMEO). This is an opportunity for an experienced executive support professional who enjoys working closely with senior leadership while also coordinating projects, strengthening processes, and helping a dynamic department operate at its best.

About Us

Moody Bible Institute is a Christ-centered higher education and media ministry dedicated to equipping people with the truth of God's Word. Through trusted biblical teaching, media, and educational resources, Moody reaches audiences around the world with the gospel and seeks to make a lasting Kingdom impact.

The Opportunity

Reporting in support of the Chief Marketing and Enrollment Officer, the Executive Assistant & Project Coordinator provides executive, administrative, operational, and project support that enables the CMEO and Marketing and Enrollment leadership team to remain focused on their highest priorities.

You will take ownership of the CMEO’s complex calendar and daily priorities, coordinate leadership meetings and events, track key commitments and deliverables, support departmental projects and workflows, and help ensure consistent follow-through across the organization. You will also provide limited administrative and project support to the CMEO’s direct reports, including the Director of Enrollment, and serve as an important connector across Marketing, Enrollment, senior leadership, ministry partners, and other stakeholders.

This role is ideal for someone who sees beyond the task in front of them, anticipates what is needed next, exercises excellent judgment, and enjoys creating the structure that allows leaders and teams to succeed.

What You’ll Do

Executive Support & Priority Management

• Own and proactively manage the CMEO’s daily calendar, strategically balancing priorities, meetings, preparation time, travel, deadlines, and changing business needs.
• Anticipate and resolve scheduling conflicts while helping ensure the CMEO’s time remains aligned with organizational and departmental priorities.
• Coordinate business correspondence, inquiries, travel arrangements, expense reporting, and confidential records with professionalism, discretion, and responsiveness.
• Help the CMEO maintain focus and accountability by tracking commitments, approvals, project milestones, performance metrics, quarterly EOS Rocks, and other key deliverables.
• Prepare the CMEO for meetings by coordinating agendas, materials, background information, logistics, and appropriate follow-up.

Meetings, Communication & Leadership Coordination

• Coordinate internal and external meetings, including scheduling, agendas, materials, virtual or in-person logistics, hospitality, minutes when needed, and follow-up on decisions and action items.
• Plan and coordinate department-wide meetings, leadership offsites, and other key events, including communications, logistics, materials, and budgets.
• Serve as a member of the Marketing and Enrollment leadership team, supporting meeting rhythms, communication, coordination, and follow-through.
• Serve as an integrator for EOS Level 10 (L10) meetings, helping maintain structure, accountability, and visibility to priorities.
• Represent the CMEO or Marketing and Enrollment department in meetings when requested.

Project & Department Operations

• Coordinate select Marketing and Enrollment projects, helping organize timelines, stakeholders, deliverables, communication, and follow-through.
• Provide limited administrative and project support to the CMEO’s direct reports, including the Director of Enrollment, related to leadership meetings, priority projects, scheduling, document preparation, and shared departmental initiatives.
• Manage administrative workflows involving contracts, invoices, purchase requests, document routing, and legal or leadership approvals.
• Serve as a subject-matter expert for designated workflow and administrative platforms.
• Identify opportunities to improve organization, communication, workflows, and administrative efficiency across the department.
• Coordinate office operations, supplies, shared spaces, and hybrid-work logistics to help create an organized, welcoming, caring, and efficient environment.
• Perform other responsibilities consistent with the scope and purpose of the role.

Qualifications

Required

• At least 5 years of progressively responsible experience in executive support, office administration, project management, or a closely related field, including significant experience in both project coordination and office administration.
• Demonstrated success managing a complex executive calendar, competing priorities, sensitive and confidential matters, and cross-functional projects with minimal supervision.
• Exceptional organizational skills with strong attention to detail, follow-through, and accountability.
• Sound judgment and the ability to anticipate needs, solve problems, and adjust quickly as priorities change.
• Excellent written and verbal communication skills.
• Strong relationship-building and service orientation with the ability to work effectively with senior leaders, employees, students, ministry partners, and external guests.
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, Adobe Acrobat, and virtual meeting and collaboration tools.
• Willingness to sign a nondisclosure agreement.

Preferred

• Experience with the Entrepreneurial Operating System (EOS) and Level 10 meetings.
• Bachelor’s degree or an equivalent combination of education and relevant professional experience.
• Experience working within higher education, nonprofit ministry, enrollment, marketing, or another complex organizational environment.
• Experience with Salesforce, Oracle, project management platforms, digital approval tools, or document workflow systems.

Work Environment

• This is a full-time hybrid, Chicago-based position working in a professional office environment.
• The role requires consistent on-campus presence in accordance with Moody’s hybrid-work expectations and the schedule and business needs, typically work from office 3-days and 2 days remote.
• Occasional schedule flexibility may be required to support leadership meetings, department events, and travel coordination.

Additional Information

• Candidates must demonstrate alignment with Moody Bible Institute's mission, doctrinal beliefs, and Christian values.
• Employees are required to affirm Moody's Statement of Faith and adhere to Community Standards.
• Moody Bible Institute values diversity and seeks team members who engage others in ways that honor its biblical foundation.
• Moody complies with applicable nondiscrimination laws and, as a religious institution, requires employees to hold beliefs consistent with its Doctrinal Statement and Community Standards.
• Legal authorization to work in the United States without employer sponsorship.

Why Join Us?

At Moody, your organizational expertise can have an impact far beyond the day-to-day work. In this role, you will work closely with senior leadership, help shape the effectiveness of Marketing and Enrollment operations, and bring structure and momentum to priorities that advance Moody’s mission. You will join a collaborative, mission-driven team where your ability to anticipate needs, connect people, solve problems, and keep important work moving forward will be genuinely valued.

If you are a trusted, proactive professional who enjoys supporting senior leaders, coordinating complex priorities, and creating the systems and structure that help teams succeed, we invite you to consider bringing your talents to Moody Bible Institute.