Executive Assistant

The Salvation Army North & Central Illinois Division; Grand Rapids (MI); On-site; USD 42,000 - 52,000; Full time

Job summary

The Salvation Army North & Central Illinois Division is seeking an Executive Assistant to support an officer/director by coordinating calendars, scheduling meetings, and acting as a gatekeeper for administrative tasks.

Responsibilities include confidential clerical work, travel coordination, report preparation, and acting as a liaison across departments and headquarters while maintaining professionalism with board members and donors.

Qualifications

• Excellent typing skills and computer operation
• Must maintain strict confidentiality
• High degree of professionalism with diverse groups

Responsibilities

• Partners with officer to manage projects and tasks
• Provides timely communication and follow-up to staff and visitors
• Coordinates meetings (in person and virtual), appointments and travel
• Communicates department activities with other departments and HQ
• Prepares reports and written communications
• Maintains documents and files and handles mail
• Performs clerical tasks (word processing, spreadsheets, scanning, filing)
• Supports Advisory Board and committees as scribe
• Provides orientation for new staff
• Performs other duties as assigned

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.

Essential Responsibilities

• 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

Education/Experience

• 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)