Job Description

The Executive Assistant is responsible for supporting the Executive Leadership Team (Executive Director, Director of Programming, and Director of Operations) through high-level administrative support.

This role involves managing schedules, correspondence, and meeting logistics; tracking key deliverables and priorities; and acting as a liaison between the Executive Team and staff or external stakeholders. The Executive Assistant will help coordinate and monitor the team's workflow and priorities while demonstrating a heart for inner-city ministry.

The Executive Assistant must thrive in a fast-paced, multi-tasking environment, and will play a key role in ensuring ministry efficiency and collaboration across departments. Flexibility is essential, as this role may require adapting to new tasks and responsibilities beyond the standard responsibilities.

Key Responsibilities

Manage and coordinate the Executive Leadership Team's calendar, meetings, mail, email, and inbound phone calls. Assist in booking Board meetings, preparing agendas, recording minutes, and handling Board communications alongside the ED. Support the ED's communication with staff, donors, and other external stakeholders. Monitor upcoming deadlines and follow up on completion of key action items. Manage expense tracking and reporting for the ED, including credit card reconciliations. Liaise with internal staff to support the ED's strategic initiatives, ensuring timely follow-up on tasks and gathering reports. Assist with the coordination and preparation of staff meetings, retreats, special events, and mailing campaigns. Edit and format written articles, emails, memos, and reports. Support donor engagement by scheduling meetings and assisting with correspondence in conjunction with the Director of Development & Executive Director. Participate in staff onboarding and interview coordination, with HR Manager when requested. Maintain organized and confidential filing systems (paper and digital). Provide general administrative support and coverage for ICYA's general phone/email as needed. Assist in issuing press releases and promotional materials with the ED and Marketing team. Serve where needed outside of standard job tasks, especially during ministry seasons such as year-end fundraising.
Qualifications:

A personal relationship with Jesus Christ and a commitment to living out a Christ-centered life in alignment with ICYA's mission, Lifestyles & Morality Agreement and core values. A high school diploma and completed or partial post-secondary education, or relevant education and experience. Demonstrated ability to handle confidential information with discretion and maintain professional boundaries. Proven track record of taking initiative and managing complex administrative workflows with minimal supervision. Experience supporting senior leadership in a nonprofit, Christian ministry, or mission-driven organization is an asset. Ability to adapt to shifting priorities and remain calm under pressure. Comfortable working with a diverse team and community, demonstrating cultural humility and respect. Proven ability to build positive relationships with colleagues, demonstrating the love and compassion of Christ. Experience working as part of a team, especially in ministry or nonprofit settings. Understanding of Indigenous culture and its generational impacts, with sensitivity to how the gospel brings reconciliation and healing.
Knowledge, Skills and Alignment:

Understanding and commitment to ICYA's mission to share the gospel and promote reconciliation in all aspects of work. Excellent verbal and written communication skills at multiple levels (board reports, internal memos, donor emails). Strong organizational, time management, and problem-solving skills. Proficient in Microsoft Office Suite and familiarity with Salesforce or similar systems. Ability to anticipate challenges, take initiative, and manage multiple priorities with attention to detail. Maintains high levels of professionalism, confidentiality, and integrity. Works well independently and in a team environment. Committed to continuous learning and flexibility to occasionally work outside standard hours. Committed to a healthy and sustainable lifestyle that honors God and sets a positive example. Willing to sign and uphold ICYA's Lifestyle and Morality Standards as a testimony of faith.
Fundraising Requirements - Unity Fund Model:

For many ministry leadership roles, fundraising is often necessary before starting work. ICYA has shifted from this traditional approach to a collaborative, organization-wide model called the Unity Fund, launched in 2022. This fund pools all staff-directed support into a shared resource for all staff members.

Staff members participate in support-raising, with individuals still praying and financially contributing directly to your support account. Fundraising responsibilities are minimal and do not take up a significant amount of time. Each quarter, you will be required to write letters with ministry and prayer updates to your chosen supporters, such as church communities, family, and friends. The fundraising you do covers a portion of your salary, while most of the fundraising for salary, program, and operational costs are managed by our Development Team. Salaries are based on a standardized grid reflecting role, experience, and education, not on individual fundraising efforts. There is no requirement to reach a minimum financial amount before starting work.
All staff help do fundraising for two main reasons:

To help raise funds so we can hire more Local leaders from the community, many who do not have networks for support.
Bona Fide Occupational Requirements

The following are considered to be bona fide occupational requirements of this position. They're required to attain the position, as well as to continue in it.

Faith: as this is a faith-based organization, the person who holds this position must possess a sincere and enduring Christian faith that aligns with ICYA's Lifestyle and Morality Statement. A Christian Lifestyle: the individual must have a lifestyle consistent with biblical Christianity as outlined in ICYA's Lifestyle and Morality Statement
Please Submit Resume AND Cover Letter

Job Types: Full-time, Permanent

Schedule:

Monday to Friday
Work Location: In person