Executive Assistant to the Divisional Commander

Salvation Army Careers•Denver, CO

1d•Onsite

About The Position

This role provides confidential executive support to the Divisional Commander, managing administrative policies, records, and daily operations to ensure efficiency and cost-effectiveness. The position involves extensive calendar management, communication handling, document preparation, and coordination of various programs and events. It also serves as a custodian of sensitive officer documents and plays a key role in maintaining divisional statistics and supporting special projects.

Requirements

Bachelor's Degree in Business Administration or the equivalent combination of education and work experience.
Proficiency in MS Office (Word, Excel, Power Point, Outlook, and Mail Merge) required.
Working knowledge of integrated database applications and ability to use new software with basic training.
Proven ability to carry out instructions efficiently and effectively.
Ability to communicate professionally with all levels of management.
Must possess strong interpersonal and relational skills.
Proficiency in spelling, grammar, keyboarding, filing and organizational skills.
Ability to maintain strict confidentiality and promote a professional work environment.
Minimum age of 21 (for insurance provision).
Possession of a valid in-state driver's license.
Ability to walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
Ability to grasp, push, pull, and reach overhead.
Ability to operate telephone.
Ability to lift 25 pounds.
Ability to access and produce information from the computer.
Ability to understand written information.
Qualified individuals must be able to perform the essential duties of the position with or without accommodation.

Nice To Haves

An MVR will be processed every year in accordance with The Salvation Army's policies.
A biennial (every two years) background check will be processed in accordance with The Salvation Army's policies.

Responsibilities

Manage Divisional Commander's calendar and independently schedule appointments.
Greet and assist department visitors.
Screen incoming calls and correspondence and respond independently when possible.
Take and transcribe dictation, compose, and prepare confidential correspondence, reports, and other complex documents.
Assist in travel arrangements for DC and DDWM as needed.
Prepare memorandums outlining and explaining Salvation Army procedures and policies to staff and field officers and monitor cooperation.
Arrange programs, training, and events at DHQ issuing information and communications, and coordinating all details.
Plan and provide food and drinks for meetings such as the New Officer Orientation, officer staff meetings, Divisional Review and DHQ trainings and events.
Act as confidential custodian of divisional officer documents and records, including processing background check documents, providing Officer Allowance Worksheets, processing furlough requests, and processing farewell orders, moves, and farewell briefs.
Maintain rosters of officer quarter addresses, phone lists, and email groups.
Assist and maintain Ministry Development Plan (MOP) for the DC in coordination with the THQ Personnel Department.
Assist officers as needed, including troubleshooting and timing reminders.
Assist with Chapel services, including sending out schedules, reminding officers and employees of weekly services, and thanking officers for hosting services.
Provide snacks as needed for services.
Make DISPO changes, order yearbooks, and other publications as needed annually.
Review and process receipts and financial care web items on behalf of the DC's office.
Manage monthly birthdays with $10.00 Starbucks card for every IM officer, officer child and DHQ employee.
Order cards and Starbucks gift cards as needed.
Mail monthly birthday cards to TEC officers.
Mail anniversary cards to IM officers.
Process work certificates signed by the DC for significant work anniversary dates of DHQ employees.
Order business cards for DHQ and Intermountain Division employees as needed.
Maintain statistics for DHQ on CMS and Turbostats for various groups: Advisory Board/Advisory Board Committees/Women's Auxiliary meetings/DHQ meetings and Chapel services.
Assist the Special Projects Director with administrative duties and functions as it pertains to the needs of the IM Division regarding initiatives and growth with projects, including assisting with the OnBoard platform.
Have flowers sent to employees and officers for occasions such as sickness, bereavement, births, etc.
Hand out individually monthly War Cry publications to DHQ employees.
Provide gifts as needed to visiting officers or guests.
Perform other administrative/general duties as required.
Manage Denver Metro Advisory Board meeting dates, all rosters, and email groups, including all communications to members.
Coordinate monthly main board meeting room and meals with Chef Prunty.
Set up every other month Advisory Board committees meetings including ordering catering.
Set up and clean up for all meetings.
Record and type meeting minutes and provide to members for vote at next meeting.
Coordinate receipt of and put together agenda packet of all monthly reports/minutes from Standing Committees to be presented at monthly meeting.
Assist Special Projects Director as needed on National Standards of Excellence (NSOE) certifications.
Prepare badges and table badges for Advisory Board meetings.
Order engraving for plaques as needed.
Assist as needed with Christmas Concert reception for donors and Advisory Board members.
Act as global administrator of OnBoard platform for 31 boards and councils of the Intermountain Division under direction of Special Projects Director, including assisting and troubleshooting assistance to the field with navigating the site, managing the directory, and group rosters, permissions, etc.
Manage all email communication as needed with the field on upcoming trainings and notices relating to OnBoard.
Act as administrator for the Denver Metro Advisory Board on OnBoard under direction of Special Projects Director, including managing members, posting meeting dates, creating agendas with minutes/documents and communications to members.
Provide other OnBoard assistance as needed.
Manage all Women's Auxiliary rosters and email groups.
Maintain monthly Women's Auxiliary statistics on CMS and Turbostats.
Send out emails on behalf of the Women's Auxiliary President and others.
Order flowers as needed for Women's Auxiliary.
Provide all printing, labels and mailings for the Women's Auxiliary newsletter and invitations, to events and the annual membership binder pages.
Maintain invoices of materials and costs for Women's Auxiliary and send them to Treasurer and Shayna Garbutt.
Assist with Women's Auxiliary board meetings/other meetings as needed.
Assist with any Women's Auxiliary engraving needs.
Maintain CFC Prayer Cards including ordering, keeping roster of CFC prayer groups, printing labels and mailing.
Maintain rosters of retired officers and Silver Star parents, IM officer information, and officer children information.
Assist with gifts for retired officers and Silver Star parents.
Assist with post-retirement agreements as needed.
Assist DDWM with coordinating schedule of Officer Development meetings with IM officers every three months.
Assist with managing DDWM calendar as needed.
Assist with furlough requests.
Assist DDWM as needed.