Executive Assistant & Office Manager

Executive Assistant & Office Manager

Job

Summary:

This role serves as the Executive Assistant and Office Manager for the Rick Goings Institute, providing comprehensive administrative and operational support to the Managing Director, the RGI leadership team, and the CEO of RGI for all matters related to his RGI duties. The position is the organizational backbone of RGI: ensuring the RGI office runs with precision, travel and scheduling are expertly managed, and the day-to-day administrative functions of the Institute operate seamlessly. Success in this role requires organizational rigor, professional judgment, discretion, and a service orientation.

The EA & Office Manager reports directly to the Managing Director and is accountable for executive calendar and meeting management, travel coordination, correspondence, and the administrative infrastructure that keeps RGI programs, vendors, and operations on track. This role also serves as the primary administrative support for the CEO of RGI on all RGI-related work, including travel, expenses, scheduling, and correspondence, and coordinates directly with the Crummer EA on CEO scheduling to ensure seamless alignment across his commitments.

Essential Job Functions

• Executive Assistant Duties (Managing Director & CEO of RGI)
• Manage calendars with discipline and foresight: prioritizing high-value commitments, protecting focused work time, and resolving scheduling conflicts proactively; own the scheduling of sales meetings, prospect calls, client engagements, and pipeline follow-ups in coordination with the Director of Corporate Development
• Coordinate and schedule all internal and external meetings; including board meetings, sales presentations, partner calls, team huddles, and speaking engagements. Ensuring logistics, agendas, pre-read materials, and any required follow-up actions are handled end-to-end
• Arrange all travel for the MD and RGI leadership team; including flights, hotels, ground transportation, and detailed itineraries; coordinate travel around sales trips, client visits, conferences, and speaking engagements; anticipate needs, manage changes in real time, and ensure travelers are never left without a plan
• Serve as the primary point of contact for internal and external communications on behalf of the MD; draft and manage correspondence, briefing materials, reports, and presentations with a high degree of polish and accuracy
• Prepare CEO briefing materials on a regular cadence: compiling Institute priorities, pipeline status, program updates, and key decisions for the MD's use in CEO check-ins and board-level reporting; ensure the MD is never walking into a senior stakeholder meeting without polished, accurate materials
• Support the MD's institutional partnership relationships (YPO, Rollins leadership, anchor corporate clients) by coordinating scheduling, preparing background briefs and agendas, and managing all follow-up logistics so the MD can operate at the relationship level without handling administrative details
• Manage the contract and pricing approval workflow on behalf of the MD: routing documents for signature, tracking approval status, maintaining an organized log of executed agreements and pending approvals, and flagging items requiring MD action before deadlines are missed
• Manage confidential information with absolute discretion; anticipate the MD's needs and resolve logistical issues before they become problems
• CEO of RGI Support • Serve as the primary administrative support for the CEO of RGI on all matters related to his RGI duties; own the full scope of his RGI-related administrative needs including travel, expenses, correspondence, scheduling, and briefing materials
• Coordinate the CEO's RGI scheduling in direct partnership with the Crummer EA; serve as the RGI point of contact for all scheduling requests involving the CEO and ensure his RGI commitments are reflected accurately in the master calendar without conflict
• Arrange all RGI-related travel for the CEO: flights, hotels, ground transportation, and complete itineraries for RGI programs, partner engagements, donor meetings, and speaking commitments; manage changes in real time and ensure the CEO is never without a confirmed plan
• Process and reconcile all RGI-related expenses for the CEO: submit reimbursements accurately and on time, maintain organized records of all RGI expenditures, and ensure full compliance with Rollins and RGI financial policies
• Draft and manage RGI-related correspondence on behalf of the CEO as directed; prepare briefing materials, talking points, and background documents for his RGI meetings and engagements; handle all follow-up actions stemming from those interactions
• Maintain strict discretion with all CEO-related information; proactively anticipate needs, surface issues early, and ensure the CEO is never managing RGI administrative details that this role should own
• Office Management & Operations
• Oversee the day…