The Salvation Army

  • Executive Assistant

    Job Locations US-PA-Carnegie
    Job ID
    2018-5021
    Category
    Administrative
    Compensation Min
    USD $20.00/Yr.
    Compensation Max
    USD $22.00/Yr.
    Type
    Regular Full-Time
  • Overview

    The responsibility of the Executive Assistant is to support the Divisional Commander (DC) and the Divisional Director of Women’s Ministries (DDWM), acting with initiative and independent thinking and judgment. The Executive Assistant is the personal secretary for the DC and the DDWM, gives oversight to offices and waiting room, manages calendar, makes appointments, establishes office priorities and handles travel arrangements as requested. Prepares and sends correspondence on routine items. The Executive Assistant must possess superior communication skills, be able to hold information in strictest confidence and have a thorough knowledge of procedures and policies.The Executive Assistant will also include all roles normally associated with secretarial work and must be able to work independently with little direction. The Executive Assistant makes certain that any tasks associated with the DC and the DDWM office are kept flowing smoothly. Must be willing to learn systems and be flexible in handling matters.

    Responsibilities

    Essential Duties and Responsibilities:

     

     

    COMMUNICATION

    • Superior communication skills for telephone use and reception to executive offices.  Must be able to take accurate messages and screen calls for the DC and the DDWM.  Must also be able to route/transfer calls to offices within Divisional Headquarters to make certain that callers are appropriately assisted.
    • Arrange meetings, schedule appointments, take minutes as needed, and oversee travel arrangements
    • Maintain events on the DC’s Lotus Notes Calendar.  Make additional entries in the calendar as requested.
    • Meet regularly with the DC to discuss status of projects; secure direction for issues that arise; and dialogue about smooth flow of matters related to the office.

     

     

    CORRESPONDENCE

    • Prepare correspondence from drafts, as formatted, layout, etc. per established procedures ensuring accuracy and compliance with established and accepted procedures.
    • Compose letters/e-mails on routine matters to relieve DC of having to dictate or direct.
    • Monitor the WPADC inbox and keep DC and DDWM informed of any urgent or sensitive matters which may appear in the box.
    • Initiate and compose correspondence of a “good will” nature.
    • Open all mail with the exception of personal or private correspondence; arrange in priority order; urgent, routine, and junk.
    • Keep a circulation file ready for magazines, and other documents which need to be shared with other officers within the building.
    • During Christmas season prepare Christmas letters for all officers, all employees, cadets and children on behalf of the DC and the DDWM.
    • Responsible for preparation of greeting cards which are to be sent by the Divisional Commander.  These must be prepared early enough to allow DC time to sign them before mailing.

     

     

    MANAGEMENT OF OFFICES

    • Maintain executive office appearance at all times, providing hospitality as required.  Responsible for cleanliness of offices, notifying personnel responsible for cleaning.  The office must always be clean, free of clutter, and neat, including storage cupboards as well as desk tops.
    • Function as office manager in prioritizing work assignments, maintaining office supplies and monitoring of maintenance service as needed.
    • Record and submit time sheets for employees under the DC office, biweekly to Payroll.  Secure DC and DDWM’s signature on the forms.
    • Provide necessary courtesies, order flowers for officers/employees, VIP’s as requested by DC or DDWM. 
    • Handle DC requests for petty cash; type check requests for expenses and follow through to make sure checks are issued.
    • Handle any requests for the needed signature of the DC and the DDWM as they are received from other offices within the Headquarters.

     

     

    PROJECTS

    • The Executive Assistant will assist with the preparation of documents and gathering of materials needed for Officers Service Reviews, Annual Command Review, and any other projects as assigned by the DC and the DDWM.
    • Type spread sheets and other reports as directed.
    • Maintain Birthday, anniversary lists for Officers and employees so that the information is current and up-to-date.
    • Handle all check requests and make sure related expenses are paid.
    • Maintain up-to-date records including addresses and phone numbers of important clients and contacts.

     

     

    FILING

    • Maintain proper hard copy and digital files with up to date information as directed.  Digital files are the preferred filing method and proper digital files must be maintained in the Administration file on the Shared Drive.  Any sensitive files should be kept locked.
    • File e-mail inbox, after handling, to maintain as clear as possible.
    • Be able to find correspondence and produce the same when needed.
    • Evaluate, establish and maintain office files according to official Salvation Army outline. Oversee BUP (bring up) files and ensure that reference material and cases are available in a timely manner as necessary.

     

     

    Additional Responsibilities:

    • Maintain strictest confidentiality. This relates to matters discussed as well as correspondence, etc.  
    • Carefully and professionally handle any matters related to the office of the DC as requested by the DC and the DDWM.
    • Work in cooperation with others offices in order to keep information flowing and in support of Field Units.

    Qualifications

    Knowledge, Skills and Abilities:

    • Proficient administrative and relational skills.
    • Self-motivated and able to work independently with little or no supervision.
    • Superior ability to handle all information regarding personnel in a strictly confidential nature.
    • Must have proficient written and oral communication skills.
    • Proficient in all aspects of Microsoft Office. Including Word, Excel and PowerPoint.
    • Superior communication skills via telephone and electronic mail.
    • Good organizational skills with ability to give attention to detail.
    • Ability to prioritize and work within a deadline.
    • Effective team player.
    • Loyal; flexible.
    • Must successfully complete The Salvation Army's KeepSAfe required training.
    • Proficient in use of computer including digital storage.
    • Preferred experience in the use of Lotus Notes.

     

     

    Education and Experience:

    • Requires two years of college in a related field and a minimum of seven years secretarial experience with previous background working for senior executive of an organization.

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