Sr Executive Administrator

Job description

JOB SUMMARY The Sr. Executive Administrator serves as an executive’s trusted support— stewarding time, attention, relationships, and commitments so leadership energy can be focused where it matters most. This role goes far beyond traditional administrative support, combining exceptional executive coordination with mature judgment, relational intelligence, and operational leadership. The ideal candidate anticipates needs, brings order to complexity, and ensures nothing falls through the cracks — all while maintaining task efficiency, emotional intelligence, and the confidence to redirect requests and protect priorities with grace and clarity. This position partners closely with leadership to execute strategic priorities and ensure every initiative moves forward with excellence. It does not own organizational strategy or creative direction. CORE RESPONSIBILITIES Executive Stewardship, Access + Representation Serve as a trusted gatekeeper for the executive’s time, access, attention, and commitments. Exercise sound judgment about what requires the executive’s involvement, what can be delegated, and what should be resolved elsewhere. Represent the executive with maturity and credibility to senior leaders, donors, authors, publishers, agents, and ministry partners. Prepare the executive for consequential conversations with the context, decisions, and desired outcomes needed. Recognize when relational dynamics require sensitivity, discretion, or escalation rather than simply completing a task. Operate with low ego and high trust — able to carry authority without becoming an independent center of organizational power. Executive Administration & Support Manage the executive’s professional calendar, ensuring priorities align with ministry goals and strategic initiatives. Coordinate all executive travel — flights, accommodations, transportation, itineraries, and logistics. Prepare detailed travel packets and briefing materials for speaking engagements, media appearances, board meetings, and ministry events. Coordinate meeting agendas, presentation materials, and follow-up action items. Manage incoming requests, speaking opportunities, and partnerships, ensuring appropriate routing and follow-through. Project Management & Execution Serve as the primary project manager across ministry initiatives. Build and maintain project plans, timelines, and implementation schedules. Track deliverables, dependencies, and deadlines across teams and partners. Lead weekly project reviews and status reporting. Proactively identify risks, bottlenecks, and solutions to ensure initiatives move from vision to execution. Maintain visibility and coordinate communication across Gather's full ministry ecosystem — including IF:Gathering, publishing partners, literary agents, speaking partners, and external organizational partners — ensuring all stakeholders remain aligned throughout project lifecycles. Podcast & Publishing Operations Oversee operational workflows related to podcast production and publishing initiatives. Coordinate timelines, deliverables, and communications with publishers, agents, producers, and contractors. Support launch execution, campaign logistics, and promotional initiatives to ensure key milestones remain on schedule. Vendor & Contractor Management Serve as the primary operational contact for contractors, freelancers, agencies, and vendors. Coordinate onboarding, contracts, timelines, and deliverables. Track invoices, contracts, and vendor documentation to ensure projects stay on schedule and within scope. Systems & Documentation Create and maintain SOPs, workflows, templates, and operational documentation. Maintain project management platforms, reporting systems, and operational records. Organize ministry documents and resources to ensure information is accessible and actionable. Administrative Operations Support in the coordination of leadership meetings and recurring ministry rhythms. Capture meeting notes, decisions, and follow-up action items. Assist with contract routing, expense tracking, reimbursements, and internal communications. QUALIFICATIONS 5+ years of progressively responsible experience in executive support, operations, or project leadership, with demonstrated experience supporting a founder, CEO, or high-capacity public figure. Exceptional organizational and project management skills with strong attention to detail and follow-through. Strong communication and stakeholder management abilities; comfortable interacting with senior leaders, donors, ministry partners, publishers, and other high-capacity stakeholders. Proven ability to anticipate needs, exercise sound judgment, and solve problems proactively. High level of discretion and professionalism when handling confidential information. Self-starter who thrives in fast-paced, entrepreneurial environments. Calm under pressure, emotionally mature, and able to navigate changing priorities without unnecessary drama. Low ego, high ownership, and the confidence to exercise appropriate authority without overstepping organizational decision rights. Thriving personal relationship with Jesus Christ. Passionate about the mission of Gather to mobilize the global church. REPORTING Reports to: Brand Manager Supervises: N/A Classification: Full time, Exempt LOGISTICS Full-time employee, 40 hrs/week Location; Dallas/Fort Worth preferred; remote candidates will be considered. Position requires a minimum of quarterly in-person attendance for all-team retreats plus other key organizational events. BENEFITS Employer-paid healthcare insurance for you and your family, with no employee contribution Employer-paid hospital insurance plan Paid time off (PTO) ABOUT GATHER Gather exists because God is moving through His Church, and our role is to help people see it, celebrate it, and join in. Founded and led by Jennie Allen, Gather is a ministry built on the conviction that when believers are gathered, equipped, and sent, something extraordinary happens. Jennie has carried this vision for more than a decade — through IF:Gathering, through books and Bible studies that have shaped millions of women, and now through a growing organization committed to mobilizing the global Church toward what God is already doing. She leads as the ministry's founder and chief visionary, with a team built to translate that vision into meaningful impact around the world That vision is bold: to gather and mobilize 1 billion people by 2033, see 250 million come to faith, unite 1,000 cities, and raise up 1 million intercessors praying for revival. Gather pursues this through large-scale global and local events, discipleship resources, Bible studies, storytelling that points people back to Jesus, and partnerships with kingdom-minded organizations around the world. This is bigger than any one church, ministry, or movement — and Gather is built that way, working alongside believers across traditions and borders to equip the Church, expand reach, and move together toward what He's already doing.