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Family Talk

Personal Assistant

Family Talk
Colorado Springs, Colorado, United States

Date Posted: 11/13/2014
Categories: Administrative
Job Type: Full-Time

Job Description:

POSITION TITLE:    Personal Assistant                                DEPARTMENT:  Office of the President


REPORTS TO:           Executive Assistant, Manager              STATUS:  Full-Time, Hourly, Non-Exempt



The Personal Assistant position exists to provide personal assistance and administrative support to a key executive and to the Office of the President of Family Talk under the general direction of the Executive Assistant/ Manager of the Office of the President.



Provides personal and administrative support for a key executive, including some occasional travel outside the office, including but not limited to:

  • Maintains multiple calendars and distributes copies daily and coordinates closely with other calendars in Family Talk’s Office of the President
  • Plans, schedules, and coordinates meetings, conferences, teleconferences and travel
  • Attends and takes minutes at Bi-Weekly Directors’ Meetings
  • Prepares STACK to be sent home on Fridays
  • Creates, updates, sends  “To Do” lists and “To Call” lists
  • Manages all travel arrangements, documentation and trip folders, and follow up reports
  • Assists with a variety of administrative duties; utilizes independent judgment to determine when to act for executive and when to refer problems for personal attention
  • Screens incoming mail, both internal and external; answers or refers to other managers for appropriate correspondence not requiring executive’s personal handling; alerts executive of mail which requires immediate action
  • Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature
  • Places, receives, and refers telephone calls to appropriate personnel; responds to highly diversified inquiries from management, employees, constituents and the general public; regularly interfaces with other agencies outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate
  • Operates independently in absence of executive; assists and advises on problems; sorts correspondence, mail, and matters by order of priority for immediate action or upon executive’s return
  • Serves as liaison between executive  and others; reminds and follows up with executive and others to ensure a timely completion and/or responses
  • Assists another ministry directly, working at their office when needed
  • Accompanies and assists executive at various events as needed, including some out of state
  • Prepares, modifies, and/or finalizes documents for the executive’s daily folders at events and keeps duplicate folder for follow up
  • Notifies Office of the President of executive’s “outside of Colorado travel”
  •  Compiles personal receipts to go with monthly statements
  • Acts as back up for other travel planning as needed
  • Maintains updated Excel spreadsheet to document Christmas cards received and sent at Family Talk
  • Hand addresses Christmas cards to be sent to Family Talk constituents as requested
  • Acts as back up when needed for telephone communications in the Executive Office
  • Assists with local event planning and execution
  • Welcomes invited guests to Executive Offices as needed; extends world-class hospitality to everyone, in person or on the telephone
  • Checks, prepares, corrects and/or summarizes reports, records, and correspondence
  • Inputs data into computer utilizing existing software; performs computer inquiries and generates computer reports as scheduled or requested
  • Secures information by routinely completing database back-ups
  • Safeguards the ministry’s integrity when handling confidential information



  • Compiles and analyzes requested information
  • Summarizes, logs, researches and prioritizes incoming mail, utilizing the mail log
  • Exhibits a high level of independence and writing proficiency
  • Places, receives, and refers telephone calls to appropriate personnel
  • Responds to highly diversified, often confidential, inquiries from management, employees, constituents and the general public
  • Regularly interfaces with other agencies and officials outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken
  • Follows up to ensure that responses are received and adequate, and to ensure a timely response to projects and assignments
  • Performs other duties as assigned, which may include duties of lower level jobs






Is a consistent witness for Jesus Christ; maintains a courteous, Christ-like attitude in dealing with people within and outside of the Ministry; adheres to the Standard of Moral Conduct and Statement of Faith; upholds Family Talk’s ministry in prayer. Demonstrates behaviors aligned with Family Talk’s core values. 



B.A degree preferred, or specialized training/experience equivalent to three years of college

Minimum of 3 years of experience in an administrative support role as well as a personal assistant role

In-depth knowledge and agreement with the Family Talk’s mission, philosophy, values, and objectives



  • Excellent interpersonal skills
  • Familiarity with most general office equipment
  • Shorthand or equivalent transcription ability is preferred
  • Extremely detail-oriented
  • Ability to communicate effectively (oral and written), especially when directing other personnel; frequently interfaces with individuals in executive positions; willingness and ability to safeguard the ministry’s integrity when handling confidential information
  • Ability to communicate with Executive via text as primary method of contact.  Ability to communicate verbally, openly and comfortably with Executive 
  • Ability to exercise complete discretion, and apply courtesy and tact required when dealing with individuals of all levels by telephone or in person
  • Ability to establish and maintain rapport with various levels of staff across the ministry functioning in a team environment
  • Ability to respond appropriately to employees, constituents, and executive management, especially during high-pressure situations
  • Ability to work in a fast-paced dynamic environment, handle multiple projects, meet strict deadlines, and adjust priorities as required
  • Good mathematical and analytical skills to develop and monitor reports as needed
  • Ability to coordinate administrative workflow
  • Type 65+ wpm with high degree of accuracy
  • Proficient in the use of computer hardware and software, especially Microsoft Office products such as Word and Excel
  • Willingness and ability to work extended work hours or be “on call” when needed outside regular work hours
  • Must be extremely flexible, able to adapt to a fast-paced and ever-changing work environment



  • General Office environment
  • Requires walking up and down stairs, some lifting, sitting, and working at computer
  • Interacting with others for information gathering, training, and feedback
  • Requires frequent local driving for errands and meetings during the week as well as some weekends
  • May include occasional national travel



The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.  The incumbent must have the abilities or aptitudes to perform each essential function proficiently with or without reasonable accommodation.  The ministry is a dynamic work environment where positions evolve and change.  Therefore, the ministry reserves the right to modify, delete or add job duties, responsibilities and skills that are stated in this job description at any time.