Executive Assistant II

Executive Assistant II

Headquartered in Colorado Springs, Colorado, Focus on the Family has nearly 700 employees who work to achieve the mission of enriching the lives of families, engaging the culture, advocating for life and spreading the Gospel of Jesus Christ. The work is meaningful, the culture is rewarding, and the purpose is eternal.

The Executive Assistant II position exists to provide administrative assistance and to perform highly diversified tasks requiring comprehensive knowledge of Focus on the Family policies and procedures in support of the Executive Cabinet member assigned; relieves supervisor of a wide variety of involved/complex administrative duties by specific or general authorization; utilizes a broad knowledge of the functions and general operating methods and policies of supervisor's organization and the ministry with minimal supervision; plans/arranges own work using a wide range of procedures; assumes responsibility for general decisions; analyzes problems, recommends solutions, and follows through until resolved; refers only specific, unusual problems to supervisor.

Essential Duties/Responsibilities:

• Assists and relieves manager of a variety of complex administrative duties; utilizes independent judgment, determining when to act for supervisor and when to refer problems for personal attention
• Screens incoming mail, both internal and external; answers or refers to other managers for appropriate distribution of those letters not requiring supervisor's personal handling; alerts supervisor of mail, which requires immediate action
• Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature
• Places, receives, screens, and refers telephone calls to appropriate personnel; responds to highly diversified inquiries from management, employees, constituents, and the public; regularly interfaces with other departments and agencies outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate
• Checks, prepares, corrects and/or summarizes reports, records, and correspondence; compiles financial, statistical, or numerical statements by collecting data, performing calculations, and verifying results
• Operates and inputs data into computer terminals, utilizing existing software; performs computer inquiries and generates computer reports
• Operates independently in absence of supervisor, calling on staff when required; assists and advises supervisor on problems, sorts correspondence, mail, and matters by order of importance and priority for immediate action upon supervisor's return
• Serves as a liaison between manager and others; follows up to ensure a timely response to projects and assignments
• Oversees special projects involving in-depth familiarity with ministry background and policy spanning more than one functional area or operating division: searches manuals, files, and records for relevant background information
• Monitors administrative assignments within the organization setting priorities for meeting deadlines and balancing supervisor's and own workloads; adjusts work schedule to meet extra demands; prioritizes tasks to complete multiple projects
• Initiates and organizes data for reports and presentations for supervisor's review; responsible for preparation of presentations, reports, charts, and graphs to be presented to any level of management
• Independently answers administrative/procedural questions relating to policy and procedure for other ministry personnel and outside callers, utilizing a comprehensive knowledge of the functions, operating methods, and practices of the organization
• Maintains supervisor's office calendar; arranges meetings with employees and constituency; establishes priorities for appointments and makes travel arrangements, both domestically and internationally
• Responds to complaints and problems of employees/constituency who have contacted supervisor's office by recording complaints and using own judgment to answer general questions; refers specific problems to supervisor or to relevant area

Other Duties/Responsibilities:

• Displays the ability to safeguard the ministry's integrity when handling confidential information
• May provide administrative support to other departments in specified C-level structure
• Performs other duties as assigned which may include duties of lower-level job grades

Managerial Breadth/Scope of Job:

• Trains, instructs, and/or coordinates the work of other administrative personnel

Working Environment/Physical Requirements:

• Office environment; involves sitting for extended periods of time
• Dynamic work environment that can be stressful

Job Qualifications/Requirements

Character/Spiritual:

Exemplifies Ephesians 5:1-2, "Therefore be imitators of God as dear children and walk in love, as Christ also has loved us and given Himself for us..."

Pursues the Great Commission given by Jesus Christ in Matthew 28:19-20, "Go therefore and make disciples of all the nations, baptizing them in the name of the Father and of the Son and of the Holy Spirit, teaching them to observe all things that I have commanded you; and lo, I am with you always, even to the end of the age."

Is a consistent witness for Jesus Christ; maintains a courteous, Christ-like attitude in dealing with people within and outside of Focus; adheres to the Standard of Moral Conduct and Statement of Faith; upholds Focus on the Family's ministry in prayer

Prays personally for Focus on the Family's staff and constituents and may occasionally lead in a public prayer

Engages in Christian ministry

Demonstrates behaviors aligned with FOF core values

Knowledge/Experience:

• Specialized training/education equivalent to three years of college
• 5-7 years of directly related experience

Skills, Abilities, and Special Talents/Gifts:

• Ability to communicate effectively (oral and written), especially when directing other personnel; frequently interfaces with individuals in executive positions; complete discretion, courtesy, and tact required when dealing with individuals on telephone and in person
• Ability to establish and maintain rapport with various levels of staff across the ministry; (contacts will extend to the Office of the President)
• Ability to respond appropriately to employees, constituency, and executive management, especially during high-pressure situations
• Ability to work in a dynamic environment and to adjust priorities accordingly
• Good mathematical and analytical skills to develop and monitor systems
• Exhibits good leadership capabilities to coordinate administrative workflow
• Type 75 wpm
• Proficient in the use of computer hardware and software
• Advanced knowledge of Microsoft Word, Excel, and PowerPoint
• Shorthand or equivalent transcription ability

Pay Range: $23.49 to $27.53

Application Materials Required: Cover Letter, Resume/CV

Application Materials Instructions: Please identify the job specific minimum qualifications you possess in your cover letter and be sure your resume includes any and all relevant experience to be accurately assessed against the qualifications listed in the posting. To apply, please submit the following application materials to this posting. 1. A current resume. 2. A cover letter that specifically addresses the job requirements and outlines qualifications.

Focus on the Family puts a high value on our team members and offers a unique benefit package.

Employees scheduled for 20 hours or more per week are eligible for:

• Norton LifeLock ID Theft Coverage
• Legal Shield/ID Shield Coverage
• AFLAC
• 403B Retirement Plan
• Vacation Time & Vacation Payout
• Sick Time
• Holidays
• Service Awards
• Community Service Days
• Bookstore Discount
• Fitness Center

Employees scheduled for 30 hours or more per week are eligible for all the above and:

• Medical Plan
• Dental Plan
• Vision Plan
• Life Insurance
• Disability Insurance
• Flexible Spending Accounts
• EAP (Employee Assistance Program)
• Tuition Reimbursement
• Warehouse Membership Reimbursement