Office Administrative Assistant

Job Description

Job Description

Office Administrative Assistant Job Description:

Experienced, take-charge professional who provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Reports directly to President.  The Office Administrative Assistant may at times work alongside others as a team player to complete necessary deadlines for upcoming events.  Will complete and maintain a calendar of submissions and other deadlines. 

The Office Administrative Assistant will work closely with the President in completing necessary projects as appropriate and may assist with creating event literature and journals as needed.

Must be able to meet deadlines with little supervision.

The Office Administrative Assistant should have a love for administering professional office administrative services, have a strong biblical foundation and knowledge of the Bible, enjoys serving people, provide outstanding customer service, be an enthusiastic professional, and be a team player.

Administrative Assistant Job Duties:

•         Maintains office administrative workflow and develops reporting procedures.

•         Creates and revises systems and procedures by analyzing operating practices, record keeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.

•         Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.

•         Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques as appropriate.

•         Provides information by answering questions and requests.

•         Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies as appropriate.

•         Completes operational requirements by maintaining own schedule and deadlines of administrative projects; expediting work results.

•         Contributes to team effort by accomplishing related results as needed.

•         Assist and monitor volunteers with checking in at conference(s) and/or retreat(s) if appropriate.

Performs administrative and office support activities for President. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, filing, faxing, assisting with volunteer needs as conferences and/or retreats as appropriate, and other business items. Extensive Microsoft Office software skills and having a strong biblical foundation and knowledge

of the Bible are required, as well as, Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, coordinator, receptionist, or secretary.

Responsibilities include:

•    Type and prepare correspondence, reports and other documents on the computer

•    Strong written and verbal communication skills are necessary, with an emphasis on grammar/spelling excellence

•    Maintain office files

•    Take minutes at meetings and distribute as appropriate

•    Coordinate repairs to office equipment as appropriate

•    Maintain confidential records and files

•    Research and assist with the preparations of motions, policies, and procedures

•    Maintain confidential prayer requests coming in from website and forward to President

•    Maintain confidential professional contacts coming in from website and forward to President

•    Prioritizing projects to keep multiple projects moving in a timely manner, meet deadlines and manage supplemental material required for projects’

•    Provide writing support for major donor and individual contribution letters and acknowledgements

•    Attend staff meetings

•    Assist with creating event journals, goodie bags, and name tags for conference(s) and retreat(s) as appropriate

•    Perform other related duties as required

Qualifications:

The successful candidate will be able to craft correspondence emails and/or letters in a clear and compelling manner.  Excellent written and verbal communication skills along with analytical skills are essential.  Candidates must be self-motivated, detailed-oriented, and highly-organized, and have experience using online databases and other resources to locate appropriate information to assist with completion of projects. A high level of computer literacy required.  Candidates must possess an ability to work well under pressure and the ability to seek and synthesize information and communicate in a compelling and succinct form.  A solid understanding of administrative services, a Bachelor’s degree or equivalent, and 2 - 4 years of relevant experience are required.

Knowledge, Skills, and Abilities:

(The knowledge, skills and attitudes required for satisfactory job performance)

Knowledge:

The candidate must have proficient knowledge in the following areas:

•    knowledge of Microsoft Office software (Word and Excel) and Internet

•    knowledge of and a strong biblical foundation of the Bible

•    knowledge of writing professional correspondence

•    knowledge of Mac OS computers

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Skills:

The candidate must demonstrate the following skills:

•    excellent interpersonal skills

•    team building skills

•    analytical and problem solving skills

•    decision making skills

•    effective verbal and listening communication skills

•    attention to detail and high level of accuracy

•    very effective organizational skills

•    effective written communication skills

•    computer skills including the ability to operate spreadsheet and word-processing programs and use of Internet as appropriate

•    stress management skills

•    time management skills

•    ability to speak the local language

Personal Attitudes:

The candidate must maintain strict confidentiality in performing the duties of sharing budgeting information to outside venues other than the means of requesting for submitting grant proposals on behalf of Women Living Well Ministries, Inc.

•    be honest and trustworthy

•    be respectful

•    possess cultural awareness and sensitivity

•    be flexible

•    demonstrate sound work ethics

AGREEMENT:

The candidate will work 15 - 20 hours a week (with the flexibility to working additional hours depending on project deadlines), and there is flexibility with taking time off for scheduled vacations.