Executive Assistant

The Salvation Army USA Central Territory; Grand Rapids (MI); On-site; USD 48,000 - 64,000; Full time

Job summary

The Salvation Army USA Central Territory is seeking an Executive Assistant to support an officer/director with calendar management, meeting coordination, and gatekeeping for administrative tasks.

The role requires strong typing, MS Office proficiency, and the ability to handle confidential information, plus 2+ years of executive support or 3+ years of administrative experience. You will liaise with staff, visitors, and donors and coordinate both in-person and virtual meetings.

Qualifications

• High school graduate or GED required.
• Excellent typing skills and computer operation, including Microsoft Office Suite.
• 2+ years of executive administrative support experience or 3+ years of administrative experience.

Responsibilities

• Coordinate calendars and schedule meetings, including in-person and virtual sessions.
• Act as liaison between officer/director and staff, visitors, and volunteers.
• Provide general clerical support: word processing, spreadsheets, scanning, copying, filing, dictation.
• Prepare reports and written communications as requested.
• Organize documents and files and handle department mail and publications with headquarters.

Skills

Confidentiality

Professionalism

Communication

Education

High school diploma or GED

2+ years executive administrative support or 3+ years administrative experience

Tools

Microsoft Office 365

Teams

SharePoint

Job description

Position Summary

The Executive Assistant performs a wide variety of tasks and administrative duties in support of an officer/director. This role is responsible for the coordination of calendars, scheduling meetings, and acting as a liaison between officer/director and others. This position is also responsible for performing general office and project related support including assisting visitors, answering telephones, and resolving various administrative inquiries and acting as a gatekeeper for operational and administrative tasks.

• Partners with the Corps Officer/Envoy/Corps Administrator to effectively handle a wide variety of projects and tasks
• Provides timely communication, feedback and follow-up to staff, leadership, visitors, and volunteers
• Arranges and coordinates meetings (in person and virtual), appointments, visits and business travel as needed, monitoring department calendars
• Communicates and coordinates department activities with other departments and headquarters
• Prepares reports and other information as requested
• Maintains and organizes documents and files; prepares written communications as requested
• Performs general clerical support functions (word processing, spreadsheets, scanning, copying, filing, dictation
• Handles departmental mail, coordinating internal publications with headquarter
• Supports the management of Advisory Board, Board Committees and Advisory Council meetings, serving as scribe for the Advisory Board and Executive Committee
• Provides orientation and training for new staff as requested
• Perform other duties as assigned

Qualifications

• High school graduate or equivalent (GED) required, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities
• Excellent typing skills and computer operation, including knowledge of Microsoft Office Suite
• 2+ years of executive administrative support experience or 3+ years of administrative experience

Skills, Knowledge & Abilities

• Maintain strict confidentiality
• Learn and adhere to Salvation Army policies, practices, procedures, and culture
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, and donors

Computer Skills

• Proficient in Microsoft Office 365
• Working knowledge of TEAMS and SharePoint
• Willingness to learn new software as needed

Certificates and Licenses

• Complete Safe From Harm training, and keep current as needed
• Must have and maintain a current valid driver's license and pass the Salvation Army Motor Vehicle Record check (MVR)