Strategic Executive Administrative Assistant

Gideons Intl; Nashville (TN); On-site; USD 36,000 - 54,000; Full time

Job summary

The Gideons International Headquarters seeks an Administrative Assistant, Executive Division to support the Special Assistant to the Executive Director and the Executive Team. The role requires handling confidential information with discretion, coordinating travel, meeting logistics, and preparing minutes and materials for Cabinet and committees.

This position emphasizes strong written and verbal communication, organizational skills, and proficiency with Microsoft Office.

Qualifications

• Bachelor’s degree or equivalent experience.
• 3–5 years of administrative experience or equivalent.
• PC experience, especially in Microsoft Office applications.
• Excellent writing skills (creative and technical).
• Strong interpersonal skills.
• Proven organizational and time management skills.
• Successful completion of a drug and background screen.

Responsibilities

• Perform advanced, varied, and confidential administrative duties requiring first-rate administrative skills.
• Fields calls, emails, and correspondence, and resolves routine issues/concerns.
• Responsible for special projects where only broad direction is available for anticipated results.
• Works closely with International Cabinet and Committees to include monitoring travel itineraries and making lodging arrangements.
• Organize meeting logistics by arranging transportation, securing reservations, coordinating dining contracts, planning menus, and ordering food, while adhering to all required break and meal procedures.
• Assist with Cabinet and committee agendas and materials including Books of Reports for meetings.
• Coordinate national and state association convention assignment information for committee action.
• Prepare the final version of meeting minutes and supporting documentation for International Cabinet and committees.
• Assemble the packets of materials provided to each cabinet member at the International Convention, i.e. Convention programs, registration information, and handouts needed for the cabinet meeting.
• Maintain listing for Bible Message and Music Director/Soloist, for past and future International Conventions for review by the Executive Committee and International Cabinet
• Ability to minimize interruptions in the Executive Division and redirect all distractions.
• Effectively manage outgoing correspondence in a timely manner – email, post and telephone
• Utilize standard protocol for the organization, storage and retrieval of data/information including the Shared Filing Center
• Update the Intranet Organizational Calendar with Cabinet and Committee meetings.
• Copy, collate and create binders for special meetings and projects.
• Other duties as assigned.

Skills

Communication

Problem solving

Analytical skills

Microsoft Office

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

The Gideons International Headquarters seeks an Administrative Assistant, Executive Division to support the Special Assistant to the Executive Director and the Executive Team. The role requires handling confidential information with discretion, coordinating travel, meeting logistics, and preparing minutes and materials for Cabinet and committees.

This position emphasizes strong written and verbal communication, organizational skills, and proficiency with Microsoft Office.