Administrative Assistant to Executive Director of Development

4 weeks ago

Hoffman Estates, Illinois, United States The Salvation Army USA Central Territory Full time
Administrative Assistant to Executive Director of Development

Are you ready to make a real difference in the world? At The Salvation Army USA Central Territory, we are on a mission to provide hope, relief, and support to those in need, and we are looking for passionate, dedicated individuals to join our team. As a part of our compassionate community, you will have the opportunity to transform lives and inspire positive change every single day. Whether you're driven by a desire to help the homeless, feed the needy, support disaster relief efforts, or work for our Central Territory Headquarters in finance, the arts or fundraising, The Salvation Army offers a diverse range of opportunities where your skills and commitment can shine. Where every job is more than just a role-it's a calling to make a tangible impact in our communities. If you are looking for a fulfilling career that aligns with your values and desire to make the world a better place, explore the opportunities at The Salvation Army. Together, we can create a brighter future for those who need it most.


Central Territory Headquarters LI


The Administrative Assistant to the Executive Director of Development (EDOD) plays a crucial role in providing administrative and organizational support to the EDOD and the Community Relations Department as a whole. This position requires a proactive and detail-oriented individual who can efficiently manage the daily tasks of the EDOD, enabling them to focus on strategic initiatives and fundraising efforts. The Administrative Assistant must maintain a high level of discretion, professionalism, and confidentiality.


Key Responsibilities:

  • Maintain the Director's calendar, schedule appointments, and coordinate meetings, both internal and external, including day-to-day and long-term management of meetings, projects, and priorities
  • Manage, organize, prioritize, and compose all forms of correspondence and voice mail messages
  • Create, review and edit Word, PowerPoint and Excel documents
  • Assist with travel planning and scheduling for the Executive Director, including a comprehensive itinerary
  • Handle daily tasks such as making copies, answering phones, etc.
  • Responsible for distributing monthly budget ledgers to the department section heads
  • File electronic and hard copy correspondence
  • Respond to emails as directed by the Executive Director
  • Set-up, participate in and take notes for various conference calls, meetings, and webinars as requested
  • Work in conjunction with the Executive Director to facilitate meetings including preparing materials, making hotel reservations, setting up meeting place and taking care of technology needs
  • Assist with planning, organizing and preparing for territorial conferences, seminars, and meetings and any others as requested. As necessary, will lead teams of Community Relations and Development support personnel to plan, organize and prepare for territorial conferences, etc.
  • Serve as a liaison between Divisional staff and the Executive Director
  • Work directly with National Headquarters, Territorial Headquarters and Community Relations and Development department staff on special projects, tasks and reports as well as other responsibilities
  • Provide guidance to divisional staff on issues relating to administrative procedures
  • Process expense reports, requisitions, check requests and other forms

Requirements:

  • High School diploma or equivalent. Associate's degree in business, English or Office Technology preferred.
  • Minimum 3 years office experience, with preference for support of executive level administrative positions. Experience in a non-profit development office preferred.
  • Demonstrate strategic and critical thinking skills
  • Ability to improve processes and manage workflows in a way that promotes efficiency as well as goodwill
  • Knowledge of principles and practices of general office management
  • Requires knowledge of an extensive body of rules/procedures and operations with extended training or experience to perform a wide variety of nonstandard assignments without supervision
  • Proficiency in office software (Microsoft Office and other essential computer programs
  • Skill in preparing clear and concise reports, correspondence and other written materials
  • Skill in organizing work, setting priorities, meeting critical deadlines and following up on assignments without supervision
  • Skill in researching, compiling, and summarizing a variety of informational, technical and financial data and materials
  • Ability to speak, write and understand English in a manner sufficient for effective communication with leadership and field personnel, donors, vendors, volunteers, and Territorial Headquarters/Divisional Headquarters staff
  • Ability to apply logical thinking to solve problems or accomplish tasks and to understand, interpret and communicate complicated policies, procedures and protocols
  • Ability to explain complicated policies and procedures to internal staff and vendors
  • Ability to review financial documents for accuracy
  • Ability to build and maintain professional working relationships with employees in the field and outside vendors and consultants
  • Ability to exercise consistent discretion and independent judgment to make decisions
  • Ability to maintain a high level of integrity in dealing with Salvation Army funds, confidential communications, activities, employee records and documents within the Community Relations and Development Department
  • Ability to perform multiple tasks efficiently
  • Ability to pay attention to detail, high level of accuracy, and problem solving skills
  • Ability to assimilate large quantities of information quickly while maintaining a high level of accuracy

Travel:


Travel may be required occasionally, approximately once per quarter, for special events, conferences or meetings. In rare cases, travel could involve multiple trips during the duration of an event.


The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.

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