Executive Assistant to the President

The Executive Assistant (EA) manages the President's schedule and his communications, keeping the Board, Council, and Executive Leadership Team (ELT) running smoothly. This is a support role first: the core work is the daily rhythm of the President's office. The EA should be located in the Eastern or Central Time Zone. Indianapolis, IN is preferred, but not required.

Core responsibilities

About 90% of the role is calendar, email, Board and Council, and ELT support. Percentages show expected time over a typical month.

1. President's calendar and time (30%)

• Proactively manage the President's calendar: schedule, confirm, and reschedule meetings in line with his stated priorities.
• Protect focused time for strategic work; decline or redirect low-priority requests.
• Prepare the calendar at least two weeks ahead, flagging conflicts, prep needs, and travel time.
• Provide a short daily or weekly brief: key meetings, materials needed, and decisions pending.
• Represent the President in meetings as requested.
• Manage incoming speaking requests: log, organize, and present them for the President's decision.
• Manage travel, itineraries, and expense reporting.

2. President's Email and communications (25%)

• Triage the President's inbox daily: respond, route, or flag for his attention.
• Act on forwarded emails within one business day, or confirm when they will be handled.
• Draft routine correspondence in the President's voice for his review.
• Edit key documents for grammar, content, and tone.
• Prepare and send the President's Friday email, and manage follow-up on his commitments.

3. Board and Council support (20%)

• Coordinate Board and Council meeting schedules, agendas, and logistics.
• Assemble and distribute meeting materials on time.
• Take or coordinate minutes and track action items to completion.
• Serve as the primary administrative contact for Board and Council members, with warmth and hospitality.
• Maintain governance records and calendars, including committee meetings and annual deadlines.

4. Executive Leadership Team coordination (15%)

• Schedule ELT meetings, retreats, and the President's 1:1s with ELT members.
• Gather agenda items and pre-reads, and circulate them in advance.
• Track ELT decisions and action items; follow up on deadlines.
• Coordinate the President's schedule with ELT members' assistants and teams.

5. Projects (10%)

• Lead Executive-Level projects as requested.

Qualifications and character

Gifting and temperament

• A growing relationship with Jesus Christ and active membership in a local church.
• Passionate alignment with TGC's mission, vision, and Foundation Documents.
• Finds genuine satisfaction in the daily rhythm of calendar, inbox, and follow-through.
• Anticipates needs and acts proactively, keeping the President informed of priorities, progress, and problems.
• Exercises discretion with confidential matters involving the Board, staff, and donors.
• Serves with warmth and hospitality toward pastors, Board and Council members, and guests.
• Demonstrated ability to create order and calm in a fast-paced environment while maintaining a healthy work / life balance.

Experience and skills

• At least 5 years supporting a senior executive, preferably a CEO or president.
• Experience supporting a board of directors, including meeting preparation and minutes.
• Excellent written communication; able to draft correspondence in another person's voice.
• Proficient with Google Workspace (Gmail, Calendar, Drive) and comfortable with AI tools
• Strong organization with the ability to manage competing requests

Working relationships

President: Daily partnership; weekly 1:1 and written priorities update

Board and Council: Primary administrative contact for meetings, materials, and hospitality

Executive Leadership Team: Scheduling, agendas, and action-item follow-up

Events and Operations: Hand-off partner for event and project work

External hosts and partners: Travel logistics and correspondence