Administrative Assistant, Executive Division

Purpose and Scope

The Administrative Assistant, Executive Division supports the Special Assistant to the Executive Director and the Executive Team at The Gideons International Headquarters. Effectively works with internal and external customers with a high level of care and confidentiality. Performs administrative tasks effectively and efficiently while modeling and utilizing excellent process management skills that help to continuously improve the services. The successful candidate will exhibit competence in the role, possess strong communication skills, confidentiality, interpersonal and organizational skills.

Essential Job Functions

• Perform advanced, varied, and confidential administrative duties requiring first-rate administrative skills.
• Fields calls, emails, and correspondence, and resolves routine issues/concerns.
• Responsible for special projects where only broad direction is available for anticipated results.
• Works closely with International Cabinet and Committees to include monitoring travel itineraries and making lodging arrangements.
• Organize meeting logistics by arranging transportation, securing reservations, coordinating dining contracts, planning menus, and ordering food, while adhering to all required break and meal procedures.
• Assist with Cabinet and committee agendas and materials including Books of Reports for meetings.
• Coordinate national and state association convention assignment information for committee action.
• Prepare the final version of meeting minutes and supporting documentation for International Cabinet and committees.
• Assemble the packets of materials provided to each cabinet member at the International Convention, i.e. Convention programs, registration information, and handouts needed for the cabinet meeting.
• Maintain listing for Bible Message and Music Director/Soloist, for past and future International Conventions for review by the Executive Committee and International Cabinet
• Ability to minimize interruptions in the Executive Division and redirect all distractions.
• Effectively manage outgoing correspondence in a timely manner – email, post and telephone
• Utilize standard protocol for the organization, storage and retrieval of data/information including the Shared Filing Center
• Update the Intranet Organizational Calendar with Cabinet and Committee meetings.
• Copy, collate and create binders for special meetings and projects.
• Other duties as assigned.

Working Relationships

Reports To: Special Assistant to the Executive Director

People Management Responsibility: None

Works Closely With: Executive Department and all TGI employees Gideon and Auxiliary membership

Essential Knowledge, Skills, and Training & Development

Non-physical

• Must possess excellent written, interpersonal, and verbal communication skills; problem solving techniques; analytical skills; strong interpersonal, listening, verbal, and written communication skills.

• Ability to work effectively in a diverse work group.
• Ability to use PC and widely used software packages, including Microsoft Word, Microsoft Excel and Microsoft Outlook
• Ability to learn new software, as necessary.

• Ability to communicate effectively with all members of the Headquarters staff.

• Understands that the schedule must be flexible and could be longer than planned based on the needs of the business.
• Addresses and resolves conflict directly, constructively, and confidentially. Can find common ground and get cooperation.

Physical

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is required to stand, walk, sit, talk, and hear. Specific vision abilities required by the job include close vision.

Mission Critical Competencies

SHARED VALUES

• Integrity
• Excellence
• Open Communication
• Stewardship

CORE COMPETENCIES

• Actively learns, demonstrates and fosters the organizations’ culture in all actions and words. Takes personal initiative and is a positive example for others to emulate.
• Ability to understand the fundamental business drivers and communicate the state of business and provide strategic recommendations to management.
• Proven ability to keep a big picture perspective while dealing with very detailed information.
• Foster Open Communications and Approachability
• Positive and Constructive Attitude
• Business Acumen
• Process Management
• Decision Quality
• Problem Solving
• Dealing with Ambiguity
• Perspective
• Ability to challenge the status quo

Work Environment and Time Requirements

• Climate-controlled office environment
• 8-hour workday
• Variations in work volume sometimes require extended working hours

Minimum Qualifications

• Bachelor’s degree or equivalent experience
• 3-5 years of administrative experience or equivalent work experience
• PC experience, especially in Microsoft Office applications
• Excellent writing skills (creative and technical)
• Strong Interpersonal skills
• Proven organizational and time management skills
• Successful completion of a drug and background screen

This Job Description is for general purposes and guidelines only and should not be considered all-inclusive. Neither does the receipt of this job description constitute an employment contract. Furthermore, it should be known that this list of job requirements is subject to change without written notice.