Administrative Assistant

Description

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

Supports, coordinates and oversees technical and complex office administrative duties for the office of the General Secretary (GS). This will mean working closely with the LA Metro Advisory Board and its many committees, helping the GS coordinate with Social Service and Corps units as well as special event planning.

Essential Function

• Provide daily administrative support and act as the primary communication liaison on behalf of the General Secretary.
• Serve as Board Liaison to the LA Metro Advisory Board, including scheduling meetings, preparing agendas, taking minutes, maintaining board records, and ensuring follow-up on board directives.
• Oversee project management of the Angel Tree and Red Kettle Campaigns for the SC Division, ensuring smooth execution, tracking progress, managing logistics, and facilitating communication with key stakeholders.
• In coordination with the Sr. Development Associate & Special Events Manager and a third-party events consultant, organize primary signature events including but not limited to the Sally Awards, the Homelessness Symposium and LA Metro Christmas Luncheon.
• Receive and distribute incoming mail and e-mail; review and evaluate correspondence to identify priority items and ensure appropriate redistribution.
• Conserve General Secretary's time by managing their calendar, drafting letters and documents, collecting and analyzing information, and initiating communications.
• Correspond on behalf of General Secretary with internal TSA DHQ department heads, officers, program directors, and external entities, including government officials, foundations, funders, and dignitaries.
• Maintain appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
• Assist in the development of presentations using PowerPoint, Canva and Excel.
• Produce and manage information through transcription, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Ensure project completion, including quarterly reports, by following up on assignments given to directors.
• Secure and maintain confidential information and sensitive data.
• Manage office supplies, ensuring inventory levels are maintained and replenished as needed.
• Ensure proper operation of office equipment, coordinating maintenance and troubleshooting as required.
• Reconcile business travel and expense accounts weekly.
• Schedule and provide setup/preparation for LA Metro coordination meetings.
• Welcome guests and manage inquiries professionally in person and over the phone.
• Travel to different sites to arrange meetings, conduct site tours, and coordinate special projects as needed.
• Other duties as assigned.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 25 lbs.

PAY RATE: $30-$32/hr.

Minimum Qualifications

• Associate's degree from an accredited college or university in English, Business or a related field of study or the demonstrated equivalent in formal education and professional work experience, preferred.
• Superb organizational, composition and editing skills required.
• 5 years' professional work experience at the equivalent level or higher.
• Requires strong computer and Internet research skills
• High degree of experience in use of computer applications and platforms including database management software and basic office software (Word, Excel, PowerPoint or their equivalents), teleconferencing, dictation.
• Familiarity with using Adobe Creative Suite a plus
• Type 50-60 WPM
• Able to speak both English and Spanish preferred.
• Experience in a high-pressure work environment. Must be able to adapt rapidly to changing environment, structures or assignments as needed.
• Ability to meet deadlines and perform work with high level of performance expectations.
• Experience working with the public, outside donors and clients. Good customer relations experience.

Skills, Knowledge & Abilities

• Must have the ability to maintain highly restrictive and confidential information.
• Requires the exercise of independent judgment and technical knowledge.

Expression skills must include:

1. good communication ability both oral and written. Superior interpersonal skills to create and maintain effective relationships.
2. Ability to adapt to rapid changes in environment, structures, assignments and maintain a solution-oriented focus
3. Tact and diplomacy to negotiate and promote goodwill within the organization.

• Must be self-motivated, conscientious, resourceful, creative, self-directed and able to work independently.
• Knowledge of TSA structure, terminology, policies, procedures and culture is a plus.

Qualifications

Experience Able to speak both English and Spanish preferred. (preferred)
Type 50-60 WPM (required)
High degree of experience in use of computer applications and platforms including database management software and basic office software (Word, Excel, PowerPoint or their equivalents), teleconferencing, dictation. (required)
5 years' professional work experience at the equivalent level or higher. (required)


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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