Administrative Assistant

3 weeks ago

Charlotte, United States Billy Graham Evangelistic Association Full time

Opportunity Summary


The Communications Department at BGEA consists of the following areas: project management, ecommerce, email marketing, advertising, public relations/social media/promotion, creative services (graphic design, content writing/proofing, and production), and Decision Magazine, our official monthly publication. The department tells the story of what God is doing through the BGEA by creating print and online content that support the organization’s mission of proclaiming the Gospel, negotiating paid and leveraging unpaid promotional placements, and engaging new and existing supporters with targeted content using a combination of indirect and direct communications channels.

Provides executive administrative support to the Vice President of Communications, and the other departmental directors as needed.


Essential Duties and Responsibilities


Vice President of Communications


  • Compiles and submits for approval a variety of specified Vice President’s reports, afterward forwarding them to senior leadership, as required, on a weekly or monthly basis
  • Previews and prioritizes required requisitions, invoices, orders, travel authorizations and reimbursements, and other documentation for review by the Vice President, prepares purchase orders and arranges for payment of invoices
  • Prioritize emails and respond when necessary
  • Serves as liaison to other departments and the Headquarters of Samaritan’s Purse, on behalf of the Vice President
  • Assists Vice President with budget preparation, acts as budget coordinator for all communications business units, ensures accuracy, and enters budget information into system
  • Assists the Vice President with scheduling of meetings, and with related details and preparation
  • Attends designated meetings, takes detailed notes, and distributes to participants
  • Maintains staff records for Vice President’s direct reports
  • Coordinates and accomplishes specified projects as directed by the Vice President
  • Assists with pulling analytics of departmental initiatives, as needed
  • Maintains expense records to ensure accurate payment of invoices and to aid in preparation of future budgets


Departmental Directors


  • Processes travel authorization, invoices, orders, and expense reimbursement requests for the four Directors.
  • Schedules meetings, as requested
  • Maintains calendar, highlighting due dates for various projects, staff time off, and other important dates
  • Previews and prioritizes required requisitions, invoices, orders, travel authorizations and reimbursements, and other documentation for review by the Directors, prepares purchase orders and arranges for payment of invoices
  • Prepares requisitions, model releases, photography agreements, and various other documents as needed
  • Assists with completion of required budget templates
  • Processes office supply orders and reconciles departmental P-Card expenses
  • Assists with projects as assigned


Marginal Duties and Responsibilities


  • Scanning, photocopying, in-house delivery, and related duties
  • Prepares reports as requested by the Vice President
  • Performs other duties as requested by the Vice President and departmental directors

Job Specifications


Skills and Knowledge


  • Bachelor-level degree or commensurate work experience preferred
  • Minimum of five (5) years of executive administrative support experience preferred
  • Experience in nonprofit or ministry desirable
  • Excellent keyboarding and computer skills, with high proficiency with Microsoft Office software, Outlook, and PowerPoint
  • Excellent verbal, written, spelling, grammatical, and compositional skills, with proven ability to prepare correspondence from dictated or handwritten notes
  • Excellent proofreading skills to identify and correct inaccuracies in a variety of texts and correspondence
  • Ability to quickly learn organizational software systems (e.g. travel, invoicing, expense reports, staff records, Tableau, creative)
  • Strong professional communication skills
  • Ability to prioritize and concurrently handle multiple assigned projects
  • Ability to maintain positive Christian witness to executive management, colleagues, vendors, and general public
  • Ability to meet deadlines
  • Excellent interpersonal and relational skills
  • Positive motivational skills
  • Cheerful, pleasant, professional telephone demeanor
  • Ability to maintain confidentiality


Physical/Mental Demands


  • Ability to work productively under significant deadline requirements
  • Ability to produce high quality work in all areas of responsibility
  • Demonstrated high initiative, with ability to work independently, as required, with minimal supervision, and to coordinate a variety of projects
  • Ability to demonstrate patience and restraint
  • Ability to juggle multiple priorities with great attention to detail
  • Demonstrated ability to work with flexibility when job parameters, deadlines, or directions change


Working Conditions

  • Work is typically performed in a conventional office environment, requiring mobility throughout the workplace, and the ability to work for extended periods at computer workstation
  • Some travel may be required
  • Ability to work extended hours, as required

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