The Salvation Army USA Eastern Territory
Program Executive Assistant
The Salvation Army USA Eastern Territory, Cleveland, Ohio, us, 44101
The Salvation Army USA Eastern Territory provided pay range: $65,000.00/yr - $70,000.00/yr
The Program Executive Assistant provides comprehensive administrative and creative support to the Program Secretary in all areas of the Program Department, including Women’s Ministries, Women’s Auxiliaries, and Retired Officers.
General Purpose Of Job : The Program Executive Assistant provides comprehensive administrative and creative support to the Program Secretary in all areas of the Program Department.
Responsibilities
Check in daily with the Program Secretary to determine how best to provide program department support, report updates on current projects, and prioritize workflow. Responsible for office workflow in a high-work-volume setting, including processing of all written, email, and verbal correspondence and incoming phone calls with appropriate follow-through for the Program Secretary and Women’s Ministry Secretary, maintaining strict confidentiality. Responsible for clerical and other duties related to the Program Department. Send meeting reminders, prepare agendas, set up for, and record minutes for Mission Alignment Council. Creative support to the different departments in the Program department and the Women’s Ministries Department through the production of promotional materials for events, programs, and the Annual Command Review. Responsible for coordinating Divisional Program events throughout the year by securing meeting space, menu, registrations, billing, etc. Silver Star and Retired Officers- Maintain and update membership records, assist with promotional materials, programs, and logistics for two annual events per year, as requested. Serve as the Secretary for Women’s Commission and Older Adults Commission, making room reservations or setting up TEAMS meetings, and record and distribute meeting minutes promptly. Prepare for the Women’s Ministries Review- prepare forms for the Corps and distribute. Maintain the Divisional Women’s Ministry Facebook page. Update and maintain the Divisional calendar, as per the Program Secretary. Manage the archive room, including management of the room for all DHQ staff, annual transfers of files, scheduling, and coordination of the yearly shredding event. Receive, open, and distribute all mail, except “Confidential” or “Personal”. Cover front desk receptionist as needed. Maintain the office supplies and office supplies closet. Weekly input of smart data for the Program Secretary. Divisional Statistician
Responsible for the oversight of the NEOSA Divisional National Statistical System. Responsible for sharing with the Program Secretary when the units do not complete data or reports. Responsible for frequent statistical reporting to Development for use with the investor community. Responsible for providing reports to departments as requested. Prepare statistical reports for Territorial Headquarters, each in tandem with the fiscal year closing for Corps Cartridges, ACR 13-Column list, and other reports that are requested. Event Coordination
Coordinate logistics for the Divisional Leader for Mission Advancement (DMLA) for divisional ministry events. Coordinate logistics and the DHQ team for Divisional events held at DHQ, such as trainings, Officers’ Councils, Annual Command Review, and meetings. Logistics to include, but not limited to: securing venues and contracts, assist with event budget preparation, create promotional materials, track registration information, print programs and order supplies, ordering and setting up refreshments. Oversee kitchen and linen room, keeping and maintaining inventory and supplies. Stock boardroom refrigerator. Organize and maintain storage cages in the basement (Women’s, Program, and Christmas). Qualifications
High School graduate: college preferred. Minimum three years of administrative experience. Special Skills, Certificates, Licenses, Registrations
Proficiency in the following computer programs: Microsoft 365, Adobe Suite, Excel, and Canva. Strong organizational skills. Excellent communication and relational skills. Able to manage multiple projects and responsibilities in a busy atmosphere. Must maintain confidentiality. Work Environment
This position is based at the Divisional Headquarters (DHQ) in a standard office setting, with regular use of computers and office equipment. Salvation Army Mission Statement
The Salvation Army, an international movement, is an evangelical part of the universal Christian church. All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.
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Check in daily with the Program Secretary to determine how best to provide program department support, report updates on current projects, and prioritize workflow. Responsible for office workflow in a high-work-volume setting, including processing of all written, email, and verbal correspondence and incoming phone calls with appropriate follow-through for the Program Secretary and Women’s Ministry Secretary, maintaining strict confidentiality. Responsible for clerical and other duties related to the Program Department. Send meeting reminders, prepare agendas, set up for, and record minutes for Mission Alignment Council. Creative support to the different departments in the Program department and the Women’s Ministries Department through the production of promotional materials for events, programs, and the Annual Command Review. Responsible for coordinating Divisional Program events throughout the year by securing meeting space, menu, registrations, billing, etc. Silver Star and Retired Officers- Maintain and update membership records, assist with promotional materials, programs, and logistics for two annual events per year, as requested. Serve as the Secretary for Women’s Commission and Older Adults Commission, making room reservations or setting up TEAMS meetings, and record and distribute meeting minutes promptly. Prepare for the Women’s Ministries Review- prepare forms for the Corps and distribute. Maintain the Divisional Women’s Ministry Facebook page. Update and maintain the Divisional calendar, as per the Program Secretary. Manage the archive room, including management of the room for all DHQ staff, annual transfers of files, scheduling, and coordination of the yearly shredding event. Receive, open, and distribute all mail, except “Confidential” or “Personal”. Cover front desk receptionist as needed. Maintain the office supplies and office supplies closet. Weekly input of smart data for the Program Secretary. Divisional Statistician
Responsible for the oversight of the NEOSA Divisional National Statistical System. Responsible for sharing with the Program Secretary when the units do not complete data or reports. Responsible for frequent statistical reporting to Development for use with the investor community. Responsible for providing reports to departments as requested. Prepare statistical reports for Territorial Headquarters, each in tandem with the fiscal year closing for Corps Cartridges, ACR 13-Column list, and other reports that are requested. Event Coordination
Coordinate logistics for the Divisional Leader for Mission Advancement (DMLA) for divisional ministry events. Coordinate logistics and the DHQ team for Divisional events held at DHQ, such as trainings, Officers’ Councils, Annual Command Review, and meetings. Logistics to include, but not limited to: securing venues and contracts, assist with event budget preparation, create promotional materials, track registration information, print programs and order supplies, ordering and setting up refreshments. Oversee kitchen and linen room, keeping and maintaining inventory and supplies. Stock boardroom refrigerator. Organize and maintain storage cages in the basement (Women’s, Program, and Christmas). Qualifications
High School graduate: college preferred. Minimum three years of administrative experience. Special Skills, Certificates, Licenses, Registrations
Proficiency in the following computer programs: Microsoft 365, Adobe Suite, Excel, and Canva. Strong organizational skills. Excellent communication and relational skills. Able to manage multiple projects and responsibilities in a busy atmosphere. Must maintain confidentiality. Work Environment
This position is based at the Divisional Headquarters (DHQ) in a standard office setting, with regular use of computers and office equipment. Salvation Army Mission Statement
The Salvation Army, an international movement, is an evangelical part of the universal Christian church. All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.
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