Executive Administrative Assistant

Job Summary:

Relieves DFB members of administrative detail; performs advanced, complex, and confidential secretarial work with a broad scope of responsibilities; coordinates information and arrangements for meetings and seminars; works independently and with little or no direct supervision for extended periods; ensures the office runs smoothly and with limited interruption while the supervisor is absent.

 Administrative 

Composes, prepares, and/or types a wide variety of paperwork, including that of a confidential, complex, and/or technical nature, such as proposals, sermons, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

Serves as a liaison for other DHQ departments, seeking information or services from the General Secretary or Divisional Secretary for Programs; responds to questions, researches, and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness, and timeliness of all information provided; works with legal and other confidential matters and maintains the confidential nature of the position.

Performs administrative work associated with special projects; processes correspondence and particular documents; ensures accuracy and completeness before submitting for approval and signatures.

Receives, opens, and distributes department mail in an accurate and timely manner; ensures that all correspondence received is forwarded to the appropriate person and destination; collects and prepares outgoing mail for the department; Has access to the General Secretary and DS of Program's Outlook to respond to requests in their absence.

Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; meets with vendors and suppliers regularly; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures things are ordered at an economical price when possible.

Coordinates and processes a wide range of administrative responsibilities associated with the preparation of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, and assignments, as well as travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, meetings, etc.; coordinates international trips.

Prepares agenda for bi-annual Calendar Planning meetings and assists with arranging guests and meals.

Prepares the Farewell Brief for the General Secretary & DS of the Program upon his/her appointment change.

Data Management/Entry  

Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; research files, accounts, records, etc., to resolve problems and correct documented information; informs appropriate individuals of discoveries.

Develops and maintains a filing system of various divisional correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained organized and efficiently.

Prepares and maintains office records, databases, books, logs, lists, etc., in an accurate, complete, and timely manner; updates, posts, and indexes information and inputs data into the computer to maintain department records; research department files to locate specific information found in documents, correspondence, lists, forms, etc. Puts data in a presentable condition for THQ visits, such as Command Annual Review.

 Other Responsibilities 

Distributes information regarding the department's services, programs, conferences, seminars, etc., accurately and timely; compiles mailing lists and ensures accuracy and completeness.

Ensures supplies are stocked daily in the Employee Break Room.

Assists the Community Care Ministries/OAM/VAVS Secretary with compiling reports and preparation for Older Adult Camp.

Maintains the KT Divisional Connect Site and updates resources as they become available.

Assists the Divisional Statistician with tracking the Divisional Excellence in Corps Programming Award (DECPA), coordinates with the Youth Department for the Corps to be recognized publicly during Youth Councils and presents a plaque and checks for their achievement.

Tracks DHQ Officer Corps Visitation monthly to record and report during Command Annual Review.

Substitutes when relief operator has an unexpected absence during their week.

Performs other related work as required.

Knowledge, Skills, and Abilities:

Knowledge of organizational office practices and procedures.

Knowledge of The Salvation Army's mission and philosophy.

Knowledge of effective and efficient recordkeeping practices and procedures.

Knowledge of the English language, including proper grammar and punctuation.

Knowledge of basic mathematics.

Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping, public relations, interpersonal relations, and business communications, both oral and written.

Ability to represent and project both a positive and professional image of The Salvation Army as is characteristic of the Executive Administrative level positions.

Ability to build and maintain positive, effective, and professional working relationships with executive-level Salvation Army officers and the individuals they contact within the community.

Ability to learn the broad scope of department operations and services to serve as an information resource and provide timely and practical assistance.

Ability to prepare spreadsheets and maintain computer databases.

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved promptly.

Ability to read, write, and communicate in the English language.

Ability to perform routine mathematical calculations.

Ability to operate general office equipment, including a telephone, typewriter, computer, and adding machine.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to staff or outside contacts requiring assistance.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

Ability to maintain the confidential nature of the department.

Ability to exercise a high degree of tact, diplomacy, and confidentiality while working with high-ranking officials.

Ability to make sound decisions and resolve operational problems without an immediate supervisor.

Ability to work on multiple projects effectively and efficiently simultaneously without becoming frustrated or disorganized.

Ability to plan, organize, and prioritize work to accomplish work in compliance with quality standards and deadlines.

Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision.

Education and Experience:

High School Diploma or GED is required; an associate degree from a technical or vocational school supplemented by secretarial courses, grant review courses, and computer database training is strongly preferred.

and

Six years of progressively responsible experience performing secretarial work in a general office,

or

Any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Physical Requirements/Working Conditions:

Ability to meet attendance requirements.

Work requires the ability to lift and carry and/or push/pull light (less than 25 lbs.) materials, supplies, and equipment. Light mobility: duties are usually performed by a combination of standing, walking, and primarily sitting.  

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Statement of Purpose:

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

Your signature below indicates that you have read and understand the job description and agree to perform the duties as assigned.

Click the link below to apply for the position:

   https://southernusa.salvationarmy.org/uss/careers

When an application is selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered for job openings. Please FULLY complete the application, answer questions completely, honestly and to the best of your ability. Please also upload a copy of your resume (when available). Those applicants requiring accommodation to the application and/or interview process should contact a representative of the Human Resources Department at the applicable location.
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