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Administrative Assistant for Special Projects-President's Office

1 month ago

Louisville, United States Southern Baptist Theological Seminary Full time
Job DescriptionJOB TYPE: Full-time

JOB SUMMARY:

The Administrative Assistant for Special Projects serves an important role in helping plan and coordinate key events hosted by the Office of the President.

ESSENTIAL JOB FUNCTIONS:

The employee in this position will have the following essential job functions.

ADMINISTRATIVE SUPPORT
  • Daily responsibilities include but are not limited to: answering/transferring office phone calls, processing the President's daily mail, greeting and directing visitors, maintaining office filing system, and managing emails sent to the Office of the President general email account.
  • Assist the Executive Administrative Assistant in maintaining the President's calendar
  • Create Daily Log of calendar events for the President
  • Coordinate the regular meetings of the Executive Cabinet including maintaining communication with Cabinet assistants for cabinet calendar and attendance, compile agenda and folders prior to meeting for the President, and type and distribute Cabinet notes following meetings
  • Process all contracts, Recommendation for Action forms, and PAFs
  • Assist with managing the application and hiring process for the President's Intern program.
  • Meet general office needs
    • Reconciles the office credit card
    • Orders office supplies and flowers for the Seminary as requested
    • Reports and monitors any maintenance issues to facilities
    • Maintain storage closet, keeping properly organized and inventoried; work with supervisor on additional purchases as needed

MEETINGS & EVENTS
  • Prepare for all meetings of the Board of Trustees, including Board Officer retreat, New Trustee Orientation and the bi-annual meeting of the Board of Trustees
    • Including but not limited to preparing all agendas, schedules, and other necessary materials for meetings, coordinating all travel and related logistics, coordinating with various departments on campus to facilitate such meetings, and managing all post-meeting tasks as required or directed
  • Assist the Executive Assistant to the President with spring and fall convocations, including overseeing the President's reserved seating section, corresponding with attendees, and evaluating event logistics with Event Productions
  • Ensure that proper paperwork is filled out for various event needs including, but not limited to, all events sponsored by the President's Office and/or hosted by the President/President's wife
  • Assist the Executive Assistant to the President with planning the Southern Seminary Christmas receptions, including coordinating with other Seminary departments, updating contact information in Seminary databases, assembling invitations, and carefully creating shift lists for each reception
  • Assist the Executive Assistant to the President with sending Christmas cards to the entire Southern Seminary community, including updating mailings lists with Campus Technology, coordinating the design and production of cards with Communications, and ensuring the final delivery of cards to Seminary community
  • Work with appropriate offices to facilitate certificates and/or other awards for Trustees, Professors, or as otherwise needed

CHAPEL
  • Maintain spring and fall chapel schedules
  • Prepare chapel order of worship and announcements for presiding minister and chapel speaker
  • Maintain communication with chapel speakers such as invitation and confirmation letters, expense forms, and special needs
  • Set up lodging, transportation, and luncheons for speakers
  • Create an itinerary for speaker visits
  • Assist in the setup of the Green Room
  • Responsible for speaker gifts

Perform other duties as may be assigned by supervisor.

EDUCATION:

The person in this position should have a minimum of a Bachelor's degree.

EXPERIENCE:

The person in this position should have previous administrative work experience with high level management or executives. Experience in event planning is also highly desired.