Executive Administrative Assistant

Executive Administrative Assistant

At Concordia Plans we care for those who serve by providing excellent retirement, healthcare, and benefit services. We currently have an opening for an Executives Administrative Assistant.

Concordia Plans has a reputation for outstanding culture, most recently winning the 2025 Top Workplaces USA award. This honor goes to the country’s best employers with high performing people-first cultures. Our recent history of employment excellence also includes being awarded the 2023-2025 Top Workplaces USA award, the Top Workplaces 2021 - 2026 St. Louis Post-Dispatch awards and over the past five years additional special awards for Work-Life Flexibility, Compensation & Benefits, Purpose & Values, Employee Well-Being, Professional Development, Business Health Culture and Appreciation. Established more than 50 years ago providing service in 6,000 communities throughout the United States, we are mission focused professionals united to care for those caring for our community.

At Concordia Plans we are focused and flexible. Embracing the new normal, pioneering ways to continue to support work life balance in our family first culture. We offer competitive compensation with a benefit package, including a pension plan, 403(b), health insurance at no cost to the employee, and much more. With this exciting opportunity you can combine experience, talent, and passion as part of our team at Concordia Plans serving the workers of The Lutheran Church— Missouri Synod.

General Summary

The Executive Administrative Assistant serves as a trusted partner to executive leadership by providing high-level administrative, governance, communication, and organizational support. This role coordinates executive operations, facilitates Board and leadership activities, prepares executive communications and presentations, and manages confidential and high priority matters with professionalism and discretion.

The position requires exceptional organization, judgment, relationship management, and communication skills to support executive effectiveness and organizational priorities. The Executive Administrative Assistant serves as a liaison among leadership, departments, Board members, and external stakeholders, ensuring seamless collaboration across the organization and supporting Board-related activities that further the mission of Concordia Plan Services and its leadership.

Essential Job Functions

*Provides high-level administrative support to C-suite executives, including calendar management, communication, and stakeholder engagement.

*Prioritizes and coordinates meetings, appointments, and schedules across departments and external stakeholders.

*Exercises independent judgment in managing inquiries, requests, and issues, escalating appropriately based on context, urgency, and organizational priorities.

*Independently determines the appropriate approach to accomplish executive priorities and assignments, proactively gathering information, identifying resources, coordinating with appropriate stakeholders, and developing next steps without requiring detailed direction.

*Anticipates executive needs and proactively coordinates information, materials, and follow-up to support effective leadership decision-making.

*Synthesizes complex information, strategic priorities, and broad ideas from leaders and stakeholders into clear, actionable direction, helping translate high-level thinking into practical next steps, plans, and materials.

*Prepares correspondence, presentations, reports, briefing materials, manuals, and Board-related materials in collaboration with executive leadership.

*Demonstrates strong proficiency in developing polished, executive- and Board-level PowerPoint presentations that organize complex information into clear, concise, and visually compelling materials.

*Supports executive planning sessions, leadership retreats, workshops, departmental meetings, and other organizational meetings through scheduling, logistics, material preparation, action-item tracking, and follow-up.

*Coordinates travel, meetings, events, and related arrangements through corporate systems, ensuring efficiency and cost-effectiveness.

*Supports organizational priorities and special initiatives by coordinating activities, information, and communication across departments.

*Gathers and synthesizes information from across the organization to develop summaries, recommendations, and materials that support executive planning and decision-making.

*Identifies opportunities to improve administrative processes, communication workflows, information management, and organizational effectiveness.

*Maintains executive and organizational resources, including SharePoint sites, governance records, Board documentation, presentations, and other centralized information.

*Maintains confidentiality of sensitive organizational information, particularly regarding corporate governance, legal matters, executive communications, and personnel matters.

*Represents and acts on behalf of C-suite executives as directed, maintaining a high standard of professionalism and discretion. Representation may include attending meetings on an executive's behalf.

*Serves as a liaison among executive leadership, internal departments, Board members, vendors, consultants and external stakeholders, helping facilitate communication and collaboration across the organization.

*Supports board activities, including scheduling, meeting coordination, document preparation, and Board member communications.

*Develops and coordinates executive and Board-level presentations, reports, dashboards, and other materials to support communication and informed decision-making.

Education and Experience

*Associate degree or equivalent experience, preferred.

*Minimum of five years of administrative experience, preferred.

*Proficiency in Microsoft Office Suite, especially Word and PowerPoint, required.

*Experience in a nonprofit, church-affiliated, or mission-based organization preferred.

*Active membership in a congregation of The Lutheran Church Missouri Synod (LCMS) is preferred for alignment with mission and values.

Competencies

*Accountability: Takes ownership of responsibilities and results, follows through on commitments and acknowledges areas for growth and improvement.

*Adaptability: Responds effectively to changing priorities, ambiguity, and evolving organizational needs while maintaining focus, flexibility, and a positive approach.

*Active Listening: Able to receive and comprehend speech without judgment in an attentive manner, evaluate and respectfully respond to another person in a way that demonstrates respect and compassion.

*Composure: Maintains calm and focus under pressure, navigating stress, ambiguity, and deadlines with thoughtful decision-making and poise.

*Communication: Communicates clearly and concisely across all channels, reflecting Concordia Plan Services values and fostering mutual understanding in all internal and external communications.

*Detail-Oriented: Demonstrates precision and thoroughness in all work, ensuring accuracy and completeness with a high level of attention to detail.

*Executive Presence: Demonstrates professionalism, confidence, sound judgment, and discretion when interacting with executive leadership, Board members, and internal and external stakeholders.

*Humility: Having self-awareness to recognize one’s limitations, being open to feedback, learning and valuing the contributions of others, being approachable and supporting others to foster a collaborative environment.

*Initiative & Resourcefulness: Takes initiative and works independently to determine how to accomplish objectives without requiring detailed, step-by-step direction. Proactively seeks information, identifies resources, develops solutions, and moves work forward while knowing when to seek guidance or escalate issues.

*Judgment & Discretion: Uses sound judgment when handling sensitive information, competing priorities, and complex situations; understands when to act independently, when to seek additional information, and when to escalate matters to leadership.

*Planning & Organization: Effectively manages multiple priorities, deadlines, meetings, and responsibilities while anticipating needs and maintaining appropriate follow-through.

*Problem-solving: Uses rigorous logic, systematic methods, and analysis to solve difficult problems, able to exercise discretion and make decisions to resolve issues and questions, anticipates the implications and consequences of situations and takes appropriate action, is excellent at objective analysis, and asks questions, seeks answers and engages others in analyzing and developing solutions.