Executive Assistant
Alliance Defending Freedom · Dallas, Texas, United States
Make a difference with us! At Alliance Defending Freedom, we believe God has brought you here for His purpose—to stand for truth and defend the God-given right to live and speak it. Together, we protect religious freedom, free speech, the sanctity of life, marriage and family, and parental rights. Review our Statement of Faith to ensure we’re a fit for you.
Location: Dallas, TX
Team Overview
The Executive Assistant provides senior-level administrative support to two executives in ADF’s Dallas office: the General Counsel & Chief Administrative Officer (GC/CAO) and the Senior Vice President of Development (SVP of Development). The role reports to the GC/CAO, who is the primary focus of support, with a dotted-line relationship to the SVP of Development. You will manage calendars, correspondence, travel, expense reports, and day-to-day administrative needs for both executives. For the SVP of Development, who leads ADF’s fundraising efforts and travels frequently, this includes scheduling, meeting coordination, and communication with Ministry Friends.
The ideal candidate brings exceptional discretion and confidentiality, sound judgment in balancing competing executive priorities, and a proven ability to anticipate needs before they arise. This role demands excellence and a commitment to continuous improvement in every aspect of the work.
Key Responsibilities
Support the General Counsel & Chief Administrative Officer:
- Manage correspondence, including database contacts, with internal and external contacts such as outside counsel, regulators, executives of other organizations, and ADF Board members.
- Coordinate with the GC/CAO’s direct reports and other departments on requests and projects, including reviewing and approving expense reports and PTO requests and working with Finance and HR to process team recognition awards.
- Track and route signature and approval requests (corporate filings, insurance, warranty, and subscription renewals, and vendor contracts) and monitor the GC/CAO’s bar membership and CLE requirements and renewals.
- Prepare presentations, reports, and seasonal, board, and event-related communications, and track action items to completion.
- Maintain electronic and hard-copy files per ADF’s document retention and confidentiality protocols, and safeguard privileged attorney-client communications, personnel matters, and other sensitive information, using sound judgment about what may be shared and with whom.
Support the Senior Vice President of Development:
- Keep the SVP informed of scheduled activities and Ministry Friend requests, and adjust the schedule as priorities and opportunities change.
- Maintain projected schedules that anticipate upcoming events and the SVP’s frequent travel, including flights, hotels, ground transportation, and other accommodations.
- Represent the SVP in communications with other ADF executives.
- Enter Ministry Friend information and meeting notes into the Development database accurately and promptly.
- Serve as a responsive liaison among the SVP, Ministry Friends, Development Directors, the Development Operations team, and other ADF teams involved in events or major Ministry Friend relationships.
Support Both Executives:
- Manage calendars, confirming appointments and evaluating meeting requests against each executive’s priorities.
- Manage phone calls and email.
- Book and manage domestic and international travel, including flights, hotels, and ground transportation.
- Prepare agendas, briefing materials, and other materials needed for meetings.
- Prepare and submit expense reports.
- Provide occasional on-call support during evenings or weekends, particularly during executive travel or urgent matters.
- Perform related duties and special projects as assigned.
Minimum Qualifications
- Bachelor's degree in business administration, communications, English, or a related field, or equivalent professional experience.
- 5+ years of administrative experience supporting senior executives, preferably supporting more than one executive at a time; experience in a legal, compliance, development or fundraising, or other highly confidential environment.
- Proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Adobe Acrobat Pro, plus donor database or CRM systems..
- Clear, professional verbal and written communication, including proofreading, editing, research, and executive-level correspondence, and experience preparing meeting agendas, briefing materials, and presentations.
- Exceptional discretion and sound judgment in safeguarding privileged legal matters, personnel information, and Ministry Friend information.
- Ability to prioritize competing demands, resolve scheduling conflicts, and protect the time of two executives while meeting deadlines with accuracy and attention to detail.
- Ability to anticipate executive needs, take initiative, and build collaborative relationships with executives, Board members, Ministry Friends, vendors, and Team Members.
- Travel as business needs require.
Preferred Qualifications
- Professional certification, such as Certified Administrative Professional (CAP), preferred but not required.
Pay & Benefits
At Alliance Defending Freedom, we offer competitive compensation and a comprehensive benefits package to support your well-being and growth. Our benefits include 100% covered medical and dental insurance, medical and dependent care reimbursement, paid disability, long-term care, life insurance, and a 401(k) plan with a 4% company match. We prioritize work-life balance with paid time off and 12 paid holidays each year.
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