Executive Assistant to the Divisional Commander

The Salvation Army Southern California • Quinte West, ON

3h • $58,000 - $69,000 • Onsite

About The Position

Keep official divisional records and execute administrative policies as determined by the Divisional Commander. Provide confidential executive support to the Divisional Commander by providing the following duties in a timely, efficient, and cost-effective manner.

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.
• A minimum age of 21 (for insurance provision) and possession of a valid in-state driver's license is required.
• An MVR will be processed every year in accordance with The Salvation Army's policies.
• Continued employment will be contingent upon a biennial (every two years) background check that is processed in accordance with The Salvation Army's policies.
• 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.

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 outlying 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. This includes processing requests in a timely manner from THQ for periodic background check documents, providing Officer Allowance Worksheets to officers as needed, processing furlough requests with DDWM approval as well as processing farewell orders, moves, and farewell briefs.
• Maintain rosters of officer quarter addresses, phone lists, 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. This includes sending out schedule to DHQ, reminding officers and employees of weekly services and thanking officers for hosting services. Provide snacks as needed.
• Once a year make DISPO changes, order yearbooks, and other publications as needed.
• 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 card 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. This includes 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.
• Other administrative/general duties as required.
• Manage Denver Metro Advisory Board meeting dates, all rosters, and email groups. This includes all communications to members as needed.
• 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.
• Assisting Special Projects Director as needed on National Standards of Excellence (NSOE) certifications.
• Additional Advisory Board duties include but are not limited to email reminders, preparing badges, preparing table badges, ordering engraving for plaques as needed. Assisting 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. This includes 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. This includes managing members, posting meeting dates, creating agendas with minutes/documents and communications to members.
• Other OnBoard assistance as needed.
• Manage all rosters and email groups for the Women's Auxiliary.
• Maintain monthly statistics on CMS and Turbostats for the Women's Auxiliary.
• Send out emails on behalf of the Women's Auxiliary President and others.
• Order flowers as needed for the 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 the 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 engraving needs for the Women's Auxiliary.
• 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.
• Assisting with furlough requests.
• Assist DDWM as needed.

Benefits

• Health, vision, dental, life as well as voluntary life and disability insurance
• Sick leave benefit – 1 day per month, 12 sick days per year (accrual and availability begins at hire)
• Vacation benefit – 20 vacation days per year, accrued at the rate of .0769 hours for each hour worked (accrual begins at hire but may not be used until the completion of six months of employment)
• One floating day off for use (accrued immediately, and again annually, but may not be used until the completion of the initial three-month introductory period of employment)
• Pension Plan (after one year of continuous service)
• Voluntary Tax-Deferred Annuity Plan (403(b)plan)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive