FT Executive Assistant, Exempt

Job Title

The purpose of this position is to support the efficient operation of the Divisional Commander's office by serving as liaison to the Divisional Commander (DC), providing administrative support to the DC and officer staff as requested, keeping the DC informed of relevant divisional issues and activities, ensuring administrative and clerical work complies with Salvation Army policies and procedures, and maintaining strict confidentiality for all incoming and outgoing correspondence.

Essential Duties and Responsibilities

• Manage the daily operations of the Divisional Commander's Office by coordinating executive correspondence, calendars, meetings, travel, communications, and administrative priorities while ensuring compliance with Salvation Army policies and procedures.
• Serve as the primary liaison between the Divisional Commander, divisional leadership, corps officers, Territorial Headquarters, advisory organizations, employees, and external stakeholders using professionalism, diplomacy, and sound independent judgment.
• Screen incoming communications, prioritize issues requiring executive attention, independently determine appropriate responses, and elevate matters requiring the Divisional Commander's direct involvement.
• Prepare, review, edit, and distribute executive correspondence, reports, memoranda, presentations, directives, and other official communications while maintaining strict confidentiality.
• Maintain official officer personnel records and databases, including appointments, family records, promotions, furloughs, post-retirement service documentation, residence verification letters, Marching Orders, Farewell Briefs, and related records.
• Coordinate officer personnel processes by preparing required documentation, obtaining approvals, monitoring completion of assignments, and communicating with Territorial Headquarters.
• Collect, maintain, and distribute divisional officer information for annual reports, Yearbook updates, Advisory Board records, and executive leadership reporting.
• Coordinate divisional reviews, executive initiatives, leadership meetings, special projects, and administrative assignments by developing timelines, tracking deliverables, and ensuring timely completion.
• Prepare executive reports, briefing materials, reading files, organizational updates, and staff meeting information to keep the Divisional Commander informed of divisional operations.
• Evaluate administrative practices and recommend, develop, and implement improvements to office procedures, workflows, communication processes, and executive support operations.
• Identify operational concerns affecting divisional leadership and recommend solutions to improve efficiency, communication, compliance, and organizational effectiveness.
• Maintain office records, filing systems, databases, supplies, and administrative resources necessary for efficient executive operations.
• Coordinate executive events and administrative logistics, including holiday correspondence, recognition activities, and other divisional functions.
• Perform other related duties as assigned.

Support to the Del Oro Division Officers

• Process and maintain Officers' furlough requests, send approvals (and send copies to other officers when appropriate), secure DC's approval on overseas furlough requests and forward to Territorial Headquarters (THO).
• Coordinate Officer Promotions and process completed forms to THO.
• Process Post-Retirement service paperwork.
• Prepare Residence Verification letters for Officers as requested.
• Collect current information from the Corps Officers, for the annual Dispo and Yearbook updates, as well as the semi-annual Divisional Advisory Board Chairman updates. Provide to THO when requested.
• Perform other duties as assigned by the DC.

Minimum Qualifications

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Five (5) years of progressively responsible executive administrative support experience, preferably supporting senior leadership.
• Demonstrated ability to exercise independent judgment, prioritize competing demands, maintain strict confidentiality, and manage sensitive information.
• Excellent written and verbal communication skills with the ability to draft and edit executive-level correspondence.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other business software.
• Excellent organizational, project management, and time management skills with the ability to manage multiple priorities.
• Professional interpersonal skills and the ability to interact effectively with executive leadership, officers, employees, and external stakeholders.
• Working knowledge of Salvation Army mission, organizational structure, policies, and procedures preferred.

Certificates, Licenses, Registrations

• Must possess a valid California Class C Driver license. and ability to drive a Salvation Army vehicle.
• Must be 21 years or older.
• Must be able to successfully pass a criminal background check to include a DOJ livescan Fingerprint check.
• Complete The Salvation Army vehicle course training
• Ability to maintain confidentiality.
• Must be able to work independently

Physical Requirements

This position is primarily sedentary and requires the ability to remain at a keyboard for periods of up to two hours with minimal interruption. Ability to operate a keyboard is essential. Ability to operate under stressful working conditions in a rapidly changing work environment with multiple priorities is required. To perform this job successfully, the incumbent must be able to perform the essential duties with or without accommodation.

Salvation Army Western Territory