Executive Secretary_NE-AOK_101-Administration

The Salvation Army International; Oklahoma City (OK); On-site; USD 40,000 - 56,000; Full time

Job summary

The Salvation Army in Oklahoma City, OK seeks an Executive Secretary to support the Divisional Commander. The role involves handling confidential administrative tasks, coordinating meetings and travel, and producing a wide range of documents with accuracy.

The ideal candidate will have a high school diploma or GED, secretarial training, and several years of relevant experience, plus strong skills in Word, Excel, PowerPoint, and recordkeeping.

Qualifications

• Knowledge of executive office practices and procedures.
• Knowledge of The Salvation Army mission and philosophy.
• Knowledge of effective and efficient recordkeeping practices and procedures.
• Knowledge of the English language including proper grammar and punctuation.
• Knowledge of basic mathematics.
• Knowledge and proficiency in Microsoft Word, Excel, PowerPoint; Publisher basics.
• Familiarity with budget and report preparation, public relations, and business communication.

Responsibilities

• Relieves the Divisional Commander of administrative detail and secretarial work.
• Receives and responds to questions or complaints; coordinates with departments to resolve issues.
• Composes and types confidential, complex documents and minutes; ensures accuracy and timeliness.
• Transcribes dictation and types correspondence and minutes; manages routine communications.
• Maintains filing systems, databases and divisional records; updates data and generates reports.
• Coordinates travel, meetings, and conference logistics; handles registrations and reimbursements.
• Prepares and processes a variety of administrative documents for approval and signatures.
• Acts as liaison to other departments; provides information with discretion and professionalism.

Skills

Executive office practices

Confidentiality

Recordkeeping

Time management

Strong written and verbal English

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Transcription/Dictation

Education

High school diploma or GED

Secretarial courses

Six years of secretarial experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Publisher

Job description

Executive Secretary

The Salvation Army, an internationally recognized non-profit, faith-based organization,has an opening foran Executive Secretary to the Divisional Commander at our Divisional Headquarters locate in Oklahoma City, Oklahoma.

Job Summary

Relieves the Divisional Commander of administrative detail; performs advanced, complex, and confidential secretarial work with a broad scope of responsibilities; coordinates information and arrangements for meetings and seminars; works independently and with little or no direct supervision for extended periods of time; ensures the office runs smoothly and with limited interruption while the supervisor is absent.

Administration/Secretarial Functions

Receives and responds to questions or complaints directed to the Divisional Commander; works with the appropriate officer/department to resolve problems in a timely manner; attempts to resolve complaints and/or problems in a professional manner. Notifies the Divisional Commander when it is necessary to handle high priority/major issues.

Monitors the Divisional Commander’s email to prioritize tasks and ensure responses in a timely manner. Composes responses or transcribes dictated responses as instructed by the Divisional Commander.

Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as officer service reviews, proposals, sermons, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

Transcribes dictation and types correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation.

Serves as a liaison for other departments and/or divisions seeking information or services from the Divisional Commander; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position.

Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate individuals of discoveries.

Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.

Prepares and maintains divisional records, career sheets, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain department records; researches department files to locate specific information found in documents, correspondence, lists, forms, etc.

Develops and maintains a filing system of a variety of divisional correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.

Receives, procures, opens and distributes department mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; opens mail marked "personal" and "confidential" when the Divisional Commander is absent; collects and prepares outgoing mail for the department.

Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; meets with vendors and suppliers on a regular basis; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Coordinates travel arrangements to include airline tickets, hotel reservations and local transportation arrangements; prepares Divisional Commanders itinerary to maintain awareness of travel plans; contacts Divisional Commander is cases of emergency.

Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, as well as travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, meetings, etc.; processes deposits and payments received; coordinates international trips.

Knowledge, Skills, and Abilities

Knowledge of executive office practices and procedures.

Knowledge of The Salvation Army mission and philosophy.

Knowledge of effective and efficient recordkeeping practices and procedures.

Knowledge of the English language including proper grammar and punctuation.

Knowledge of basic mathematics.

Knowledge and proficiency in using Microsoft Word, Excel, and Power Point. Basic knowledge of Microsoft Publisher.

Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping, public relations, interpersonal relations, and business communications both oral and written.

Ability to represent and project both a positive and professional image of The Salvation Army as is characteristic of the executive administrative level positions.

Ability to build and maintain positive, effective, and professional working relationships with executive level Salvation Army officers as well as the individuals they come in contact within the community.

Ability to learn the broad scope of department operations and services in order to serve as an information resource and to provide assistance in a timely and effective manner.

Ability to prepare spreadsheets and to maintain computer databases.

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.

Education and Experience

High school diploma or G.E.D. required supplemented by secretarial courses from a technical or vocational school preferred, and six years progressively responsible experience performing secretarial work in a general office, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

Physical Requirements/Working Conditions

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language.

Ability to perform routine mathematical calculations.

Ability to transcribe dictation and type correspondence.

Ability to operate various general office equipment including a telephone, typewriter, computer, and adding machine.

Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to staff or outside contacts requiring assistance.

Ability to work well under the pressure of deadlines.

Ability to follow instructions and work independently with limited supervision.

Ability to maintain the confidential nature of the department.

Ability to exercise a high degree of tack, diplomacy, and confidentiality while working with high-ranking officials.

Ability to make sound decisions and resolve operational problems in the absence of an immediate supervisor.

Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized.

Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines.

Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

Working Conditions:

Work is performed in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Additional Comments

All employees recognize The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled