Executive Assistant – Travel, Scheduling, Admin Operations Support
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Job Description
Executive Assistant supporting a senior leader with travel, scheduling, and logistical management. Flexible part-time role transition to full-time, primarily remote based in South Africa.
Responsibilities:
- Manage a complex calendar across multiple responsibilities (church, travel, teaching, chaplain work, speaking events)
- Proactively flag scheduling risks (e.g., back-to-back meetings, lack of prep time, no meal breaks)
- Surface upcoming conflicts and provide recommendations aligned to priorities
- Ensure proper preparation blocks are scheduled for sermons, seminars, and key engagements
- Coordinate and confirm meeting details with internal and external stakeholders
- Plan trips end-to-end (flights, hotels, ground transport, itineraries)
- Track and apply travel preferences (e.g., aisle seat preference, realistic connection times)
- Handle last-minute changes (delays, cancellations, reroutes) and quickly pivot travel plans
- Create concise trip briefs (itinerary, confirmation numbers, important contacts)
- Serve as a buffer between the leader and external organizers/assistants (pastors, host teams, admin staff)
- Follow up persistently and professionally to obtain missing details (venue info, schedules, reimbursements, coverage)
- Keep the leader and internal team updated with clear status summaries
- Track reimbursement workflows (expenses paid upfront, reimbursement received after travel)
- Follow up with hosts/organizations when reimbursements are delayed or unclear
- Maintain simple tracking logs for trip expenses and reimbursement status (in coordination with internal finance/admin)
- Use and maintain task/project tracking as needed (Trello)
- Support team coordination through church systems (Planning Center – experience is a plus; willingness to learn is required)
- Keep documentation updated and organized (Google Workspace/Drive)
Requirements:
- Highly proactive: notices issues before they become problems (prep time, meal blocks, overbooked days)
- Strong follow-through: comfortable nudging external parties who are slow to respond
- Excellent judgment and discretion with personal scheduling details and sensitive information
- Warm, pleasant personality with a service-minded approach (“Team Brian”)
- Calm under pressure and able to troubleshoot travel issues quickly
- Organized, reliable, and responsive during busy seasons
- Must-have experience: Google Workspace (Calendar, Gmail, Docs, Sheets, Drive), Professional calendar management experience, Strong written communication
- Nice-to-have: Trello, Planning Center (or willingness to learn quickly), Travel booking platforms (Expedia, Google Flights, airline portals, etc.)
Benefits:
- 100% REMOTE
- $50 birthday bonus
- $200 testimonial bonus
- $300 tenure bonus every 6 months
- $500 entry monthly raffle
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