Executive Assistant to the Area Commanders

Job SummaryProvides administrative and managerial support to Area Commanders; coordinates and monitors day-to-day operations of Administrative Dept.; relieves Area Commanders of administrative detail; performs advanced, complex, and often confidential secretarial work with a broad scope of responsibilities; designs/prepares advanced reports, spreadsheets, and programming materials from start to finish; serves as liaison and supports and resources Tulsa Advisory Organizations; processes legal, legacy and trust matters; coordinates information and arrangements for meetings and events; responds to inquiries regarding Area Command programs and operations; ensures that day-to-day work complies with established policies and procedures.Essential FunctionsThis job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.Administrative and Financial (60%)Provides administrative and managerial support to Area commanders.Develops and maintains a digital and hard copy filing system for a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; purges files to obtain and update information; ensures files are maintained in an organized and efficient manner.Prepares and maintains records, 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 records; researches files to locate specific information found in documents, correspondence, lists, forms, etc.Coordinates a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army meetings, including forms, agreements, invitations, registrations, schedules, assignments, travel, lodging, and meeting room arrangements, correspondence, reports, programs, lists, and hand-outs; attends meetings to provide administrative support and to ensure that arrangements are in order before, during and after the event.Prepares and processes purchase requisitions in accordance with established policies and procedures; maintains organized and complete files with proper back-up materials for each requisition prepares correspondence regarding the same; ensures that all purchase requisitions are processed in a timely and accurate manner.Reviews contract agreements, etc. for compliance with local needs and corporate Salvation Army policy; assembles needed documents, proposals, financial data for submission to appropriate Salvation Army boards.Coordinates the receipt and distribution of incoming mail to the Administrative Dept. and processes outgoing mail.Coordinates travel arrangements including flights, hotels, and local transportation;Assists with guest hospitality as requested.Updates and maintains accurate local unit information with internal and external directories.Serves as liaison with DHQ in matters as assigned by Area Commanders.Processes legal, legacy and trust matters. Coordinates with other departments to ensure legacy and trust matters are being handled properly. Maintains legal, legacy and trust files.Collects, compiles, and reports statistical data for all units within the Area Command on a monthly basis. Reviews all statistical data for errors on a routine basis. Provides training and guidance for staff with responsibilities for statistical data collection and reporting. Serves as command subject matter expert on statistics. Ensures statistical reports are submitted timely. Advises Area Commander (Mrs.) of statistical discrepancies or issues impeding accuracy or timely reporting.Prepares and distributes quarterly statistical health summaries to Area Commanders and Corps Officers.Prior to yearend statistical closing, prepare and review cumulative reports with the Area Commander (Mrs.).Updates and maintains the Administration Dept.’s digital calendar. Monitors all unit and departmental calendars to ensure they are being maintained. Reports discrepancies to the Area Commander (Mr.). Serves as command subject matter expert on calendars.Solicits and conveys significant employee life events to Area Commanders. Coordinates acknowledgements in keeping with established guidelines.Serves as lead worker in the Christmas Joy Center. Model, train, and supervise seasonal employees, Women’s Auxiliary members, and other volunteers in correct procedures. Advise Area Commander (Mrs.) of concerns or problems with quality of work or level of production.Planning and Development 10%)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 people of discoveries.Serves as a liaison for Area Commanders and department heads with DHQ on occasions when information is being requested on local programs, services, and activities; ensures the accuracy, completeness and timeliness of the information being provided;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.Creates graphic designs and templates for mid-level publishing projects and presentations (newsletters, flyers, invitations, programs, binder covers, visual media slides, etc.).Assists Area Commanders with planning and execution of employee social gatherings and activities such as quarterly birthday parties, open houses, welcomes and farewells, annual Christmas party, facility decorating/undecorating, etc.Community Relations (25%)Serves as liaison for Area Commanders with Tulsa Advisory Board and Salvation Army Women’s Auxiliary members.Coordinates and manages various functions of the Advisory Board and Women’s Auxiliary. Maintains Board and Auxiliary rosters, records, and files. Prepares and coordinates meeting calendars, agendas, and arrangements. Prepares reports and other meeting material. Prepares and distributes meeting minutes. Attends meetings. Serves as command subject matter expert on guidelines and policies governing Salvation Army advisory organizations.Resources, facilitates, and provides special support for the Advisory Board Nominating Committee.Prepares inspiring and compelling contributions to advisory organization newsletters.Takes photographs of special advisory organization ceremonies and activities.Maintains membership/committee rosters and meeting calendars for all advisory organizations in the Area Command.Answers telephone in a courteous and tactful manner; schedules appointments; greets and hosts visitors to the Administration Dept.Other Responsibilities (5%)Performs other related work as required.Physical RequirementsAbility to meet attendance requirements.Day to day duties are usually performed seated. Sitting may be relieved by brief or occasional periods of standing or walking. Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lbs.) 5-10% of work time.From mid-Fall through the holiday season, physical activity is heightened due to responsibilities as lead worker in the Christmas Joy Center (warehouse). Significant amount of physical effort is required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 60-70% of work time. Longer work days are also the norm.Working ConditionsWork is usually 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.From mid-Fall through the holiday season, significant work is performed in a warehouse environment with some minor physical discomforts associated with changes in weather, noise, dust, dirt, and the like.Employee Benefits:Paid Time OffRetirement Savings PlanSupplemental InsuranceVoluntary Life Insurance and more!MINIMUM QUALIFICATIONS REQUIREDEducation and ExperienceHS diploma or GED required supplemented by business management courses from a technical or vocational school preferred, AND four years progressively responsible experience performing associated work in a general office, OR any equivalent combination of training and experience which provides the required knowledge, skills and abilities.Certifications/LicensesValid State Driver LicenseEqual Opportunity Employer: Veterans / Disabled #J-18808-Ljbffr The Salvation Army