Executive Assistant and Project Coordinator, Office of the COO

Description

POSITION SUMMARY:

The Executive Assistant & Project Coordinator supports the Chief Operating Officer (COO) by driving projects to completion, managing daily administrative functions, and coordinating communication on behalf of the Executive office. This role requires exceptional organizational skills and a high level of attention to detail to plan, track, and execute cross-functional projects and initiatives, while ensuring seamless day-to-day operations for the Executive office with KCM staff. A central focus of this role is assisting the COO with the full range of administrative and project-management functions required to establish a new university, including coordinating timelines, documentation, and communication across accreditation, licensure, staffing, and operational work streams. Conducts research and handles confidential information, exercising considerable judgment and discretion in completing special assignments. Reports directly to the COO and assists with all duties as assigned.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Project Management & Coordination:

Plan, track, and manage executive-level projects from initiation through completion, building timelines, milestones, and status reports.

Ensure project deadlines are met by proactively identifying risks, dependencies, and bottlenecks, and escalating issues to the COO as needed.

Maintain detailed, accurate project documentation, trackers, and action-item logs; follow through on outstanding items until closed.

Provide regular status updates to team members and stakeholders on project timelines, deliverables, and next steps.

Prepare and distribute communication and presentation materials for Executive Leadership Team (ELT) meetings.

Continually review responsibilities, processes, and procedures to identify opportunities for greater efficiency and effectiveness.

University Start-Up Support:

Serve as the COO's right hand in coordinating the administrative, logistical, and project-management functions required to establish a new university, from initial planning through opening.

Build and maintain master project plans and timelines tracking milestones across accreditation, licensure, facilities, staffing, curriculum, and enrollment work streams.

Research and compile information on state authorization, accrediting-body requirements, and other regulatory requirements; maintain organized documentation of filings, submissions, and deadlines.

Coordinate with legal counsel, consultants, and outside vendors engaged to support the new institution's formation (incorporation, policies, facilities, technology, etc.).

Compile, format, and organize foundational documents prepared by academic and administrative leadership — such as academic catalogs, student/faculty handbooks, and policies and procedures.

Coordinate scheduling, candidate tracking, and communications for the hiring process of founding faculty, administrators, and staff, in partnership with and support of HR.

Coordinate meetings, site visits, and communications with prospective accrediting agencies, state officials, and educational partners.

Maintain a centralized repository of start-up documentation, correspondence, and decisions for easy reference by the COO and Executive Leadership Team.

Administrative Support:

Provide administrative support to the COO as needed.

Schedule and coordinate meetings, calendars, and information flow supporting the Executive office.

Maintain organized filing systems for documents, proposals, and presentations.

Handle confidential and sensitive information with discretion and professionalism.

Coordinate travel arrangements for the Office of the COO and communicate consistently with the COO about ministry initiatives.

Attend meetings as directed; compile minutes and follow-up emails confirming decisions and tasks assigned to appropriate individuals.

Edit and prepare PowerPoint presentations

Perform other duties as assigned.

Communication Management:

Act as a point of contact for internal and external communication, relaying messages to the appropriate parties on behalf of the COO Office.

Collaborate with HR, directors, and staff to address administrative needs and facilitate smooth operations.

Requirements

Education:

Bachelor's degree preferred in a related field (Business, Office Management, Project Management, Higher Education Administration, etc.).

5+ years of executive administrative assistant or project management experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

Proven experience coordinating or managing projects from start to finish, including timelines, deliverables, and stakeholder communication.

Exceptionally detail-oriented, with strong organizational and time-management skills.

Excellent written and verbal communication abilities.

Proficiency in Microsoft Office Suite, especially Power Point and Excell.

Proficient in project management software. Wrike or similar

Ability to work in a fast-paced environment while maintaining accuracy and attention to detail.

Ability to learn new software or systems as needed for the position.

Familiarity with higher education or K-12 administrative operations (e.g., accreditation standards, state licensure, academic calendars, student information systems) is highly desirable.

Type at or above 60 wpm.

KEY ATTRIBUTES:

Committed to upholding ministry values and fostering a positive environment.

Highly detail-oriented, proactive problem-solver who anticipates needs before they arise.

Strong project-management instincts: able to juggle multiple initiatives, prioritize competing deadlines, and keep others accountable to timelines.

Entrepreneurial and resourceful; comfortable building processes, documentation, and systems from the ground up in a start-up environment.

Strong interpersonal skills, with the ability to build relationships at all levels.

EQUIPMENT TO BE USED:

Typical office equipment.

TYPICAL PHYSICAL DEMANDS:

Must be able to sit at a computer for a minimum of seven hours per day.

Requires manual dexterity sufficient to operate standard office machines, such as computers, fax machines, calculators, telephones, and other office equipment.

Able to travel domestically and internationally by commercial carrier.

Requires normal range of hearing and vision.

TYPICAL MENTAL DEMANDS:

Ability to give, receive, and analyze information, formulate work plans, prepare written materials, and articulate goals and action plans.

Must be very organized and require a modicum of instruction.

Must understand vague and implicit instructions and react favorably in all work situations.

Must be detailed, organized, and communicative.

Must be task- and goal-oriented.

Requires the ability to multi-task.

Must be able to grasp and apply new ideas.

Must have a very good command of the English language and be able to proofread work.

Must be able to resolve problems, handle conflict, and make effective decisions.

Must be able to discern spiritual situations and be willing to pray with people.

Must relate and interact well with people at all levels.

Must have a sense of the workings of a ministry, and the demands physically, emotionally, and spiritually of the staff and pastors.

Must adapt well to changing work situations.

Must maintain a professional working relationship with the Executive Leadership Team and other staff or students.

WORKING CONDITIONS:

Works in a typical church or office setting.

Weekend and evening hours may be required.

Other:

Born again believer and must adhere to this organization's doctrines as upheld by Kenneth and Gloria Copeland and their appointed representatives.

Must work well with others, as a team and according to Romans 16:17, must not cause dissension, difficulties and divisions.

Must maintain a good attendance record.

Membership and attendance at E