Address
Form of workPurpose and Scope
The Sr. Administrative Assistant will provide support to the Director, Global Supply Chain & Logistics (GSC&L) through coordination of schedules, projects, reports, and communication. This role will also support the operations of the department by assisting with communication with members and vendors, managing regular reports, and processing data. This role performs administrative tasks as well as project oversight effectively and efficiently while modeling and utilizing excellent organization skills. This role serves as a critical liaison to the International Countries (IC) Division, responsible for ensuring GSC&L can resource and equip the membership in the International Ministry. The Administrative Assistant will possess strong communication, interpersonal, collaborative, organization skills while applying their technical expertise, attention to detail, and cultural agility to contribute to a continuously improving department with integrity for the needs of the organization.
Essential Job Functions
- Accountable for overall daily operation of GSC&L. This includes being responsible for managing and scheduling meetings and appointments on behalf of the Director and the department
- Manage incoming communications for the director
- Apprise director of upcoming of division responsibilities, projects and reports as well as completed projects
- Minimize interruptions to director and redirect all distractions
- Maintain and submit expense receipts and reports via Concur for the director
- Create and maintain letters, reports, memos, meeting agendas as needed for the director
- Assist director in research projects by leading the process of gathering data and research materials as requested, then creating related report
- Assist director with assignment preparations including but not limited to presentation development, itinerary and travel arrangements
- Responsible for safeguarding and handling all confidential materials while maintaining strict confidentiality regarding sensitive information
- Responsible for logistical support, including scheduling necessary transportation, lodging, and hosting for guests for training and meetings held at International Headquarters
- Assist in the development and updates of standard operating procedures for GSC&L
- Analyze current practices to determine efficiency and recommend improvements
- Assist manager(s) in managing, processing, verifying and placing Scripture orders and initiating transfers
- Assist the department with communication, updating, and maintaining critical files for historical reference and current action
- Maintain and update shipment history database
- Prepare and analyze reports related to Scripture order projections, goals, benchmarks, and inventory
- Compile database updates and associated reports including extensive Microsoft Excel files
- Assist International Headquarters with clarity, communication, and strategy related to sensitive countries
- Participate in daily morning staff devotions; on a rotating basis serve by praying and reading Scripture in support of devotion leader
Other Essential Duties
- Manage outgoing correspondence – email, post, and telephone
- Manage the organization, storage and retrieval of data/information
- Field phone calls and email requests for Scriptures and other inquires according to policy
- Participate in department team meetings
- Perform kitchen/coffee duties as per schedule
- Other duties as assigned, and special work in assisting IC Division as appropriate
Working Relationships
Reports To: Director, Global Supply Chain & Logistics
People Management Responsibility: None
Works Closely With: (Internally) Global Supply Chain & Logistics, International Countries Division and Headquarters staff. (Externally) key dignitaries – Gideon and non-Gideon, International Cabinet
Essential Knowledge, Skills, and Training & Development
NON-PHYSICAL
- Follow verbal and written instructions
- Ability to use PC and widely used software applications, especially Microsoft Office applications
- Ability to learn new software applications as necessary
- Ability to provide analytical skills
- Ability to communicate effectively with International Country Division team members, site team members, all departments, vendors, clients, etc.
PHYSICAL
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
- While performing the duties of this job, the employee is required to stand, walk, sit, talk, and hear. Specific vision abilities required by the job include close vision.
Mission Critical Competencies
SHARED VALUES
- Integrity
- Excellence
- Open Communication
- Stewardship
CORE COMPETENCIES
- Actively learns, demonstrates, and fosters the organizations’ culture in all actions and words. Takes personal initiative and is a positive example for others to emulate.
- Ability to understand the fundamental business drivers and communicate the state of business and provide strategic recommendations to management.
- Proven ability to keep a big picture perspective while dealing with very detailed information.
- Ability to distinguish priorities and make decisions in accordance with them
- Foster Open Communications and Approachability
- Positive and Constructive Attitude
- Business Acumen
- Process Management
- Decision Quality
- Problem Solving
- Dealing with Ambiguity
- Perspective
- Ability to challenge the status quo
Work Environment and Time Requirements
Climate-controlled office environment
8-hour workday
Variations in work volume sometimes require extended working hours
Minimum Qualifications
Bachelors degree or equivalent experience preferred
5+ years of administrative experience or equivalent work experience
PC experience, especially in Microsoft Office applications
Successful completion of a drug and background screen
This Job Description is for general purposes and guidelines only and should not be considered all-inclusive. Neither does the receipt of this job description constitute an employment contract. Furthermore, it should be known that this list of job requirements is subject to change without written notice.
