Administrative Assistant

4 days ago

Hoffman Estates, Illinois, United States The Salvation Army Central Territory Full time
Job Title: Administrative Assistant - Program Services

The Salvation Army Central Territory is seeking a highly skilled and experienced Administrative Assistant to join our Program Services Department. As a key member of our team, you will provide administrative support to the Secretary for Program and Assistant Secretary for Program, ensuring the efficient and effective operation of the Program Department.

Key Responsibilities:
  • Compose and prepare routine correspondence under the signature of the Secretary for Program and Assistant Secretary for Program
  • Process incoming electronic mail and determine proper distribution to Program Section staff, department heads, and bureau directors as appropriate
  • Manage, assign responsibility, distribute, and respond to mail in the USC Program inbox, consulting with the Secretary and Assistant Secretary for Program as needed
  • File USC Program in-box and sent box mail every two weeks
  • Determine items that are time-sensitive, require special handling, or are high-priority correspondence, particularly when related to matters of urgency for the Territorial Commander, Chief Secretary, or Secretary for Program
  • May be required to render decisions in unusual or priority situations, consulting with the Secretary for Program as necessary
  • Maintain general office bring-up files for appropriate handling and to ensure timely responses
  • Proofread, reformat, and edit business correspondence prepared by Program Section department/bureau heads under the Chief Secretary's signature
  • Manage and maintain calendar and coordinate events for Program Secretary and Assistant Program Secretary
  • Maintain a calendar of out-of-office for Program Section officers, department, and bureau heads
  • Prepare routine and special reports and other documents, using word processing, desktop publishing, spreadsheet, database, or presentation software
  • Compile and organize information and materials from internal and external sources, distributing items to department heads, bureau directors, and commands as appropriate
  • Act as the focal point for telephone and in-person contact to the Secretary for Program and Assistant Secretary for Program
  • Serve as a critical linkage for the Secretary for Program with Cabinet secretaries, commands, and Section departments and bureaus
  • Perform general clerical duties, including but not limited to photocopying, faxing, mailing, filing, and retrieving corporate documents, records, reports, ordering office supplies, sending cards/flowers, and creating expense reports
  • Prepare agendas and arrange for committee, board, and other meetings
  • Take minutes at meetings related to Commissioning Weekend, Central Bible Leadership Institute (CBLI), Program Section Department Bureau Head, and other meetings. Distribute minutes following approval of the Secretary for Program or Assistant Secretary for Program
  • Assist in the preparation of Farewell Briefs for Secretary for Program and Assistant Secretary for Program and handle related matters to ensure a smooth transition for the transfer of personnel
  • Support staff in assigned project-based work
  • Assist with preparation and execution of department events, including traveling to venues within the Midwest 1-3 times per year
  • Prepare CBLI grid with housing and attendance
  • Prepare Commissioning brief along with other event briefs
Requirements:
  • Associate's degree
  • Five years' experience as an administrative assistant or executive assistant position required
  • Ability to speak, write, and understand English in a manner sufficient for effective communication with leadership and field personnel
  • Clerical - demonstrated experience and knowledge of high-level administrative and clerical procedures and systems
  • Organizational Information - experience in working with multiple departments, including organizational protocol
  • A knowledge of The Salvation Army and its organizational structure is helpful
  • Computer Skills - proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access) and desktop publishing applications
  • Organizing, Planning, and Prioritizing Work - ability to work with little supervision, developing specific goals and plans to prioritize, organize, and accomplish the work of the office
  • Service Orientation - actively looks for ways to help people
  • Time Management - ability to manage own time and the time of others to accomplish tasks
  • Communicating with Supervisors, Peers, or Subordinates - ability to skillfully manage information to supervisors, co-workers, and subordinates by telephone, in written form, email, or in person
  • Establishing and Maintaining Interpersonal Relationships - ability to develop constructive and cooperative working relationships with others and maintaining them over time
Supervisory Responsibility:

None

Travel:

Some

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

Physical requirements include: good speaking, hearing, and vision ability, and excellent manual dexterity. Lifting, pulling, and pushing of materials up to 25 pounds; requires bending, squatting, and walking; May stand for extended periods.

Working Conditions:

Work is performed in a typical office environment. Full-time position; may require some weekend and evening work.

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.

The Salvation Army offers a competitive benefit package for Full-time employees, including medical, dental, vision, hearing, disability, and life insurance, flexible spending accounts, 403(b) retirement accounts, a company-funded defined contribution (pension) plan, and generous time-off policies.

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