Executive Administrative Assistant Job at Salvation Army Southern Territory in M

Executive Assistant

Schedule/Hours: M F 8:30 a.m. 4:30 p.m. (35 hours per week)

This position is responsible for providing administrative and project support for the National Capital Area Command Leadership and the Development Department. The Executive Assistant undertakes a broad scope of responsibilities such as administrative support with Advisory Board meetings, Executive Team Meetings, Nominating Committee, Program Services Committee, Development Committee and other critical meetings with stakeholders and donors. The Executive Assistant will also be responsible for ensuring donors receive proper acknowledgements and tax information; manage employee giving campaign; ensure Major's dictation is current and accurate.

Key responsibilities:

Administrative for Area Commander: (60%)

• Serves as the point of contact for all printing of materials and logo items ordered at NCAC; independently references budget to ensure funding is available; ensures documentation follows the correct approval process; research bid amounts from outside vendors; ensures tax exempt status is utilized.
• Plans and works with USPS to ensure non-profit bulk rate is being used; mailings are assembled and delivered to the post office.
• Supports Area Command Advisory Board and committees; Development Committee, Nominating Committee, Program Services Committee, Finance Committee, Capital Assets Committee and Executive Team (i.e., schedule meetings, prepare, and distribute agendas, attend meetings, take minutes, and ensure they are submitted as necessary, etc.)
• Coordinates daily office operations, to include ordering supplies, maintaining inventory, preparing purchase requisitions, and handling special items required for development and administrative operations.
• Maintains confidentiality of all information, and the confidentiality of donor related correspondence, conversations, or issues residing in the department.
• Coordinates and facilitates internal Miami Area Command special events (i.e. catering, venues, attendance lists, budgets, etc.); ensures event planning and execution meets established goals and objectives.
• Maintains an effective working relationship with the DHQ by sharing information that may enhance the overall effectiveness and efficiency of the area command.

Administrative: (35%)

• Provides administrative support to the Area Commanders and Director of Development via verbal, electronic and hard copy communication, (i.e. phone calls, calendar, correspondence, acknowledgements, donor profiles, newsletters, and financial documents).
• Maintains Area Commanders and Development Director schedule, by planning and scheduling meetings, conferences, videocalls and travel.
• Transcribes Area Commanders Dictation and ensures desk phone is answered, and messages taken as needed.
• Maintains confidentiality of all information, and correspondence, conversations, or issues.
• Maintains space usage calendar.
• Submits proposals, applications, and requests in TSAMM.
• Maintains Area Command Annual Calendar is current and reflects changes as year progresses.
• Maintains an effective working relationship with internal and external stakeholders.
• Acts as point-of-contact between Area Commander/Executive Team, Corps Officers and Advisory Board members as assigned.
• Collects, prepares, analyzes, and communicates relevant service and operations information to the various departments, Corps and appropriate personnel within the Area Command as well as Divisional Headquarters.
• Ensures the Miami Area Command Advisory Board and Corps Advisory Council rosters and meeting calendars are current and disseminated appropriately.
• Processes inquiries on information or services from internal and/or external stakeholders, with accuracy, completeness, and timeliness, while maintaining confidentiality.
• Submits monthly Statistics report for Area Command Administration in the National Statistical System.
• Develops and maintains filing systems for administrative records.
• Provides recommendations for improvements and/or enhancements in office productivity.
• Performs special projects or other related work as required.
• Responds to inquiries and communications in a timely, professional, and appropriate manner.
• Receives, prints, and files reports as requested.

Miscellaneous: (5%)

• Process a variety of paperwork including that of a confidential, complex, and/or technical nature. with limited supervision and direction such as correspondence, proposals, contracts, agreements, resolutions, programs, statistics, budgets, invoices, notices, bulletins, agendas, schedules, manuals, etc; records minutes of meetings and distributes the same; ensures the accuracy, completeness, and timeliness of the same.
• Participates in continuing education opportunities, conferences, and seminars to enhance professional growth.

Physical Requirements and Working Conditions:

• Ability to meet attendance requirements.
• Ability to read, write, and communicate the English language.
• Ability to perform routine mathematical computations.
• Ability to transcribe dictation and type.
• Ability to type and keypunch information into a computer.
• Ability to sort and file documents alphabetically and numerically.
• Ability to operate various 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 clients requiring assistance.
• Ability to operate a telephone and/or switchboard.
• Ability to sort documents alphabetically and numerically.
• Duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking.
• Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

Employee Benefits

• Medical, Dental and Vision Insurance
• Paid Time Off (PTO) and Holiday Pay
• Life Insurance
• Retirement Plans and more!

What We Are Looking For In You:

Two year degree or college coursework, AND

Four years progressively responsible experience performing administrative work in a general office and two years experience working in a social or public service environment with experience assisting the public, OR

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

Licenses and Certifications:

May require valid state driver's license.

Equal Opportunity Employer: Veterans | Disabled