Executive Administrative Assistant to the Provost

Reporting to the Provost, the Executive Administrative Assistant ensures the effectiveness of the Provost’s Office through the performance of daily office procedures and administrative duties for the Provost.

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Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Arrange meetings for groups such as the Provost’s Cabinet, Institute Faculty Meetings, Provost’s Quarterly Meetings, as well as coordinates reservations, activities, and related details.

Takes detailed minutes for the monthly Provost Cabinet meetings. Runs technology needed for meetings.

• Act as gatekeeper for Provost schedule meetings ensuring key priorities are met including meetings for the Provost and his direct reports regularly.
• Develop and maintain an effective filing system for the Provost.
• Maintain various faculty lists including Institute faculty, division chairs, program heads, housing allowance, book allowance, academic calendars, Faculty Handbook.
• Coordinate and organize the annual Faculty Institute (dinner, seminars, and workshops) as well as various parties (Christmas, end-of-year, bi-annual SHARE appreciation lunch, etc.)
• Process honorariums for speakers at the Faculty Institute and faculty professional development workshops.
• Process Faculty Professional Development applications, education plans, and reimbursements of expenses.
• Assist with reconciliation of expenses that the Provost needs to approve.
• Maintain Education data required for various accreditation and membership in education organizations / societies.
• Coordinate with Education VPs on job requisitions that need Provost approval.
• Works with Dean of Operations to coordinate all operational and administrative functions for the entire Education Group.
• Serve as relief for the receptionist for Crowell 9 executive offices.
• Fill in for the Executive Assistant to the President when they are out of the office.
• Assist the Executive Administrative Assistant to the President with Board of Trustee visits, including editing the Education report, trustee classroom visitation, and trustee lunches with faculty and students.
• Coordinate and run the annual Pastors and Wives dinner.
• Establish communications with pastors and churches, and maintain church relations lists.
• Perform related and special duties as assigned.

Minimum Requirements

• Bachelor’s degree in Business or Education Management, Communications or degrees consistent with Moody’s offerings.
• Over five years of administrative support experience.
• Strong organizational skills, balanced with strong interpersonal skills.
• Computer and word processing proficiency, including core MS Office software applications.
• A clear testimony of Christian faith, a growing walk with the Lord, a passion to serve Christ, and a mature Christian character.
• Authorized to work in the US legally, without sponsorship.

Preferred Requirements

• Experience in Non-Profit Ministry.
• Experience conducting online meetings.
• Professional writing skills.

Work Environment / Conditions

Moody Bible Institute is a Christian-based Higher Education and Media Ministry. We exist to equip people with the Truth of God’s Word.

If you are mission-minded, and have a servant’s heart, join us as we look to further impact the Kingdom of God.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This is a full-time position that is required to be onsite four days a week during the academic year. During the summer months, there is more flexibility for a hybrid schedule.

Limited statewide travel is expected for this position.

Additional Information

Moody Bible Institute is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation.

Candidates must align with MBI’s Christian identity. Employees are expected to sign a Statement of Faith and adhere to the Community Standards.

We comply with all applicable laws pertaining to nondiscrimination on the basis of race, color, national origin, sex, age, disability, and any other applicable legally protected category.

As a religious institution, we have the right to, and do, require that employees hold beliefs consistent with our Doctrinal Statement and conduct themselves in a manner consistent with our religious beliefs, as explained in our Community Standards.

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