Lewis Center Executive Assistant

ABOUT THE LEWIS CENTER FOR CHURCH LEADERSHIP

The G. Douglass Lewis Center for Church Leadership at Wesley Theological Seminary is dedicated to building actionable knowledge for church leadership. Through research, resource development, and educational initiatives, the Center equips clergy and lay leaders with the insights and tools needed to lead vibrant, effective congregations.

POSITION SUMMARY

The Executive Assistant to Leadership serves as the operational backbone for the Center's executive leadership team. This role acts as a high-touch office manager, frontline service partner, and proactive coordinator of daily workflows. Managing executive communications, AIdriven administrative workflows, multi-tier executive calendars, travel logistics, customer service, program enrollments, and field education administration, this position ensures seamless daily operations across both digital platforms and in-person touchpoints. KEY

RESPONSIBILITIES

• Executive Support & Calendar Coordination

• Cross-Director Support: Serve as the primary administrative resource for the Executive Director, Director of Content Development, and Director of Programs & Initiatives.

• Dynamic Calendar Management: Proactively coordinate complex schedules, resolve timing conflicts across multi-director priorities, and prepare meeting briefing materials and agendas.

• Travel & Expense Operations: Coordinate domestic and international travel itineraries, venue arrangements, and ground transportation. Manage expense reports, receipts, and reimbursement processing in compliance with institutional financial policies.

• Correspondence & Executive Communication: Draft, proofread, edit, and filter high-level internal and external executive correspondence across email, collaborative messaging platforms (Teams), and official letters.

• Frontline Experience & Community Reception

• Frontline Customer Service: Serve as the primary, welcoming point of contact for internal and external constituents, partners, visitors, and donors.

• On-Site & Virtual Reception: Manage the physical and digital reception experience, welcoming students, faculty, board members, client partners, and guests to the Center.

• Stakeholder Relations: Maintain warm, professional interactions across phone, video conference, digital channels, and face-to-face meetings.

• Program Enrollment & Field Education Administration

• Field Education Registration: Oversee and manage student registration workflows for field education placements and experiential learning cohorts.

• Student & Site File Management: Organize, maintain, and audit digital compliance files, contracts, evaluations, and tracking records for both students and placement sites associated with field education.

• Program & Event Enrollment: Process registration, onboarding, and participant communication for Center learning programs, workshops, and public events.

• Event & Gathering Logistics: Organize room reservations, hybrid meeting hardware, catering, registration desks, and event collateral for Center gatherings and board meetings.

• Participant & Student Support: Act as the direct administrative point of contact for enrolled students, client cohorts, and leadership program participants regarding logistics, schedules, site tracking, and materials.

• Digital Operations & Office Management

• Financial Processing: Review, code, and track vendor invoices, vouchers, client billings, and employee reimbursement submissions through automated workflow systems in conjunction with the Program Manager.

• Database & Constituent Management: Maintain accurate CRM records, mailing lists, advisory board lists, and participant rosters.

• Hybrid Office Logistics: Maintain digital filing architecture (cloud storage), manage office supplies, coordinate vendor services, and support hybrid meeting infrastructure.

Required

• Experience: 3+ years of professional administrative experience in executive support, academic program administration, or high-level office management.
• Field Education / Records: Experience or familiarity with student registration processes, record-keeping systems, and managing placement/clinical site documentation.
• Technical Fluency: Proficiency in cloud suites (Microsoft 365, Google Workspace), CRM/enrollment software, modern expense-tracking tools, and hybrid meeting setups (Zoom, Teams).
• Communication: Exceptional written and verbal communication skills with strong attention to detail and proofreading standards.
• Customer-Centric Mindset: High emotional intelligence, welcoming demeanor, and a proactive attitude in frontline interactions with students, faculty, and executive stakeholders.
• Project Management: Demonstrated ability to balance competing priorities from three distinct directors in a fast-paced environment.

Preferred

• Familiarity with higher education, theological education, non-profit institutions, or faith-based leadership networks.
• Experience supporting grant-funded initiatives, field education programs, or experiential learning structures.
• Experience leveraging modern productivity tools or AI writing/scheduling assistants to streamline administrative workflows.