Executive Operations Assistant — Email, Calendar and Nonprofit Administration

Executive Operations Assistant — Email, Calendar and Nonprofit Administration

Position Overview

I am seeking a reliable, highly organized and proactive **full-time Executive Operations Assistant** to support my work leading a church, nonprofit organization, community programs and a growing leadership brand.

This is not a general “do everything” virtual assistant position. The first priority will be helping me manage email, scheduling, follow-ups, administrative tasks and daily priorities. Additional responsibilities may be added after you demonstrate consistency and strong performance in the core role.

The ideal candidate has excellent written English, strong judgment, attention to detail and previous experience supporting an executive, nonprofit leader, pastor, business owner or organization director.

This is intended to be a long-term position for the right person.

## Organizations You Will Support

You will assist with work connected to:

* Metropolitan United Methodist Church
* The Beacon Center
* Next Steps Program
* Rightwork and The CEO Pastor brand
* Executive and community leadership responsibilities

You must be able to keep information, projects and communications organized across multiple organizations without confusing responsibilities or deadlines.

## Primary Responsibilities

Your initial responsibilities will include:

* Managing and organizing my primary work email inbox
* Reviewing incoming messages and identifying urgent matters
* Drafting clear, professional email responses in my voice
* Archiving, labeling and organizing emails
* Tracking messages that require follow-up
* Maintaining my Google Calendar
* Scheduling and confirming meetings
* Identifying scheduling conflicts before they occur
* Preparing a daily executive briefing
* Maintaining task lists and deadline trackers
* Following up with staff members, community partners and vendors
* Entering information into spreadsheets and databases
* Organizing Google Drive files and documents
* Updating standard operating procedures as processes improve
* Completing basic research and administrative assignments
* Protecting confidential organizational and personal information

After successfully mastering the core responsibilities, the role may expand to include:

* Constant Contact email communication
* Canva graphics
* Social media scheduling
* Event coordination
* Book and speaking engagement support
* Basic reporting and nonprofit administration

## Daily Executive Briefing

You will prepare a brief daily report that includes:

* Urgent emails
* Today’s meetings
* Upcoming deadlines
* Messages requiring my decision
* Follow-ups that are overdue
* Tasks completed
* Questions or concerns requiring clarification

The goal of this position is to reduce the number of emails, reminders, scheduling issues and unfinished tasks that return to me.

## Required Qualifications

You must have:

* At least two years of executive assistant, administrative assistant or virtual assistant experience
* Excellent written and spoken English
* Experience managing another person’s Gmail inbox
* Experience using Google Calendar, Google Drive, Google Docs and Google Sheets
* Strong attention to detail
* Good judgment when determining what is urgent
* The ability to follow written procedures
* The confidence to ask questions when instructions are unclear
* The ability to handle multiple organizations and priorities
* A reliable computer
* Reliable high-speed internet
* A backup internet option
* A dependable backup plan for power interruptions
* A quiet and professional work environment
* The ability to work independently after training
* Respect for church, nonprofit and community-service environments

## Preferred Qualifications

Preference will be given to candidates with experience supporting:

* A CEO, executive director, pastor or nonprofit leader
* A church or faith-based organization
* A nonprofit or community-service organization
* Multiple businesses or organizations at the same time
* U.S.-based executives
* Central Time or other U.S. business hours

Experience with Canva, Constant Contact, task-management platforms or social media is helpful but is not required for the initial role.

## Working Hours

This is a full-time position requiring approximately **40 hours per week**.

Expected schedule:

**Monday through Friday
8:00 a.m.–5:00 p.m. U.S. Central Time
One-hour unpaid meal break**

You must be comfortable working Philippine overnight hours and have previous experience maintaining a night-shift schedule.

Occasional schedule adjustments may be needed for important events or deadlines. Advance notice will be provided whenever possible.

## Compensation

Starting compensation:

**$6.00–$7.00 USD per hour**, based on experience and demonstrated ability.

Compensation will be paid weekly during the initial probationary period.

The position includes:

* A paid 30-day probationary period
* A performance review after 30 days
* A compensation review after 90 days
* Opportunities for increased responsibility and compensation
* Paid time off after successful completion of the probationary period
* Consideration for a prorated 13th-month benefit after establishing long-term employment

Final compensation and benefits will be explained in writing before employment begins.

## First 90 Days

### Days 1–10

You will focus on:

* Learning organizational structures
* Reviewing standard operating procedures
* Managing one primary email inbox
* Preparing the daily executive briefing
* Learning my communication style

### Days 11–30

Responsibilities may expand to:

* Calendar management
* Meeting confirmations
* Follow-up tracking
* Routine email drafting
* Basic data entry

### Days 31–60

Responsibilities may expand to:

* Managing an additional general inbox
* Organizing documents
* Maintaining reports and task trackers
* Communicating directly with selected partners

### Days 61–90

Additional duties may be added based on your performance, accuracy, reliability and ability to work independently.

## Performance Expectations

Success in this role means:

* Important emails are not overlooked
* Urgent matters are identified quickly
* Routine responses are drafted accurately
* Meetings are scheduled correctly
* Calendar conflicts are prevented
* Follow-ups are completed without repeated reminders
* Deadlines are tracked
* Confidential information remains protected
* Daily briefings are accurate and delivered on time
* Mistakes are acknowledged and corrected promptly
* Questions are asked before assumptions create problems

## Application Instructions

To be considered, begin your application with the exact words:

**BEACON 2026**

Applications that do not begin with these words will not be reviewed.

In your application, answer each of the following questions:

1. How many years have you worked as an executive assistant, administrative assistant or virtual assistant?

2. Describe an email inbox you previously managed for an executive or organization.

3. How did you d ---------- which emails were urgent?

4. Describe a time you made a mistake while supporting a client or employer. How did you handle it?

5. How would you organize responsibilities involving a church, nonprofit, community program and business?

6. What would you include in a daily executive briefing?

7. What other jobs or clients are you currently handling?

8. Are you available to work Monday through Friday from 8:00 a.m.–5:00 p.m. U.S. Central Time?

9. Describe your computer, internet connection and backup internet and power plans.

10. Why did your two most recent jobs end?

11. What hourly rate are you requesting?

12. Why are you interested in a long-term position supporting church, nonprofit and community leadership work?

Please also include:

* Your OnlineJobs.ph profile link
* Your résumé
* A screenshot or link showing your current internet speed
* A one- to two-minute audio or video introduction
* Two professional references, if available

## Hiring Process

Qualified applicants may be invited to complete:

1. A written interview
2. A short video interview
3. A paid practical assessment involving fictional emails, scheduling and task prioritization
4. A reference and background review

The paid assessment will not involve actual confidential participant, church, donor or organizational information.

## Important

Please do not apply if:

* You are currently committed to another full-time position
* You cannot consistently work U.S. Central Time hours
* You do not have dependable internet and backup arrangements
* You are looking for a short-term position
* You regularly miss deadlines
* You are uncomfortable working with a church or faith-based nonprofit
* You need constant supervision to complete routine assignments

I am looking for someone who is dependable, honest, teachable, organized and committed to helping meaningful community work succeed.