Executive Assistant - Presidential (PRE)

Job Details

Description

Please be sure to submit a current resume when applying for this position

Position Summary

The Executive Assistant performs diverse secretarial duties for the President, Assistant to the President and Vice Presidents. Assists in the managing and coordination of travel schedules, logistics, and workflows for the office of the President and constantly performs problem solving, using sound judgement and decision-making skills according to the indication of the President/Assistant to the President, composes correspondence on behalf of supervisor, analyzes incoming correspondence and determines workflow. Will serve as recording secretary for assigned boards and committees. Assists in designated administrative details using initiative and sound judgment. High levels of tact, friendliness and other aspects of strongly developed interpersonal skills plus proven organizational skill are crucial.

Compensation

• Full - time hourly position with benefits
• Remuneration: Grade 5 ($22.67 - $34.01)
  
  

Benefits

Hourly employees are eligible for benefits including health insurance, paid time off, and retirement savings plans, with eligibility based on hours worked.

SUPERVISOR

M Perez Schulz, Assistant to the President

Essential Job Functions

• Manages and coordinates supervisor’s meeting and travel schedule, maintaining a level of independence and autonomy in decisions yet consulting as needed to ensure needed objectives are consistently met.
• Coordinates and manages logistics/travel arrangements for supervisor: may include but not limited to: coordinating and purchasing tickets, making hotel reservations, arranging for transportation to and from airports, logistics during itinerary, troubleshooting/problem solving issues that arise during itinerary, identifying and procuring necessary visas in a timely manner, etc.
• Composes memos, letters, and other documents on behalf of supervisor using sound judgement and decision-making skills.
• Coordinates departmental clerical workflows/assignments in absence of supervisors as requested.
• Analyzes incoming correspondence, uses own judgement to determine significance and answers on behalf of supervisor or distributes to other Department Administrative Assistants.
• Coordinates all logistics for assigned boards, committees and events at out of building venues, working to ensure there are no date conflicts, including reserving location, such as coordinating food (set up/clean up) materials preparations, sending invitations/tracking responses.
• Conducts research, compiles data, and prepares information for consideration and presentation by supervisor as requested.
• Reviews administrative and operating policies and procedures for/with employees as needed.
• Greet visitors and determines appropriate access to supervisors using own judgment in interpreting established guidelines and with consultation with Supervisor
• Informs Security of threating phone calls and/or correspondence.
• Assists in the coordination of the use of the President´s conference room.
• Assists with creation of newsletter and in the editing of articles.
• Produce basic graphic designs for digital presentations.
• Assists supervisor in preparing reports, special projects, etc., as requested.
• Assists supervisor with creating project timelines for various ongoing assignments and projects.
• Assists supervisor in preparation of various committee agendas & ensuring all required materials are prepared in advance of the meeting.
• Performs recording secretary functions for committees. This includes taking and producing minutes for review by supervisor and following of standardized employee notification process of committee actions. Indexes minutes, files office copies and distributes copies to committee members.
• Answers phone calls and inquiries for supervisors, routes or takes messages as needed.
• Provides office support, such as ordering supplies, maintaining neat and organized office records.
• Responsible for Expense Wire reconciliation for supervisor credit card accounts and departmental credit card accounts, as well as other reimbursement accounts as requested by supervisors.
• Assists with the purchase and selection of protocol gifts and needed departmental purchases.
• Maintains a well-organized office, often in the absence of supervisors, with efficient filing system for department and supervisors.
• Performs all duties with the greatest care and confidentiality.
• Must be a member in regular standing of the Seventh-day Adventist Church.
• Must maintain a regular and reliable attendance schedule.
  
  

Qualifications

Education and Experience

• Bachelor’s (BA/BS) required. Appropriate successful work experience may be acceptable in lieu of scholastic requirements.
• Four or more years of denominational experience are needed to gain the skills and knowledge required to perform job duties.
  
  

Knowledge, Skills & Abilities

• Well-developed knowledge of principles, policies and beliefs of the General Conference and the Seventh-day Adventist Church.
• Requires well developed knowledge of church employment policies and practices; knowledge of up-to-date office procedures such as filing, telephone techniques, office equipment.
• Strong computer skills required.
• Well-developed English language usage skills (spelling, grammar, punctuation, etc.).
• Ability to perform secretarial and support duties with speed and accuracy without constant supervision.
• Must have the ability to work under pressure and with many interruptions.
• Position requires keyboard speed, with high accuracy.
• Absolute confidentiality required at all times; required assistance in facilitating good communications among departmental staff, other departments and outside personnel.
• Must possess ability to make sound decisions using good judgment on the spur of the moment.