Executive Assistant II

Focus on the Family•Colorado Springs, CO

2d•Onsite

About The Position

The Executive Assistant II position exists to provide administrative assistance and to perform highly diversified tasks requiring comprehensive knowledge of Focus on the Family policies and procedures in support of the Executive Cabinet member assigned; relieves supervisor of a wide variety of involved/complex administrative duties by specific or general authorization; plans/arranges own work using a wide range of procedures; assumes responsibility for general decisions; analyzes problems, recommends solutions, and follows through until resolved; refers only specific, unusual problems to supervisor.

Requirements

Specialized training/education equivalent to three years of college
5-7 years of directly related experience
Ability to communicate effectively (oral and written), especially when directing other personnel; frequently interfaces with individuals in executive positions; complete discretion, courtesy, and tact required when dealing with individuals on telephone and in person
Ability to establish and maintain rapport with various levels of staff across the ministry; (contacts will extend to the Office of the President)
Ability to respond appropriately to employees, constituency, and executive management, especially during high-pressure situations
Ability to work in a dynamic environment and to adjust priorities accordingly
Good mathematical and analytical skills to develop and monitor systems
Exhibits good leadership capabilities to coordinate administrative workflow
Type 75 wpm
Proficient in the use of computer hardware and software
Advanced knowledge of Microsoft Word, Excel, and PowerPoint
Shorthand or equivalent transcription ability
Exemplifies Ephesians 5:1-2, “Therefore be imitators of God as dear children and walk in love, as Christ also has loved us and given Himself for us...”
Pursues the Great Commission given by Jesus Christ in Matthew 28:19-20, “Go therefore and make disciples of all the nations, baptizing them in the name of the Father and of the Son and of the Holy Spirit, teaching them to observe all things that I have commanded you; and lo, I am with you always, even to the end of the age.”
Is a consistent witness for Jesus Christ; maintains a courteous, Christ-like attitude in dealing with people within and outside of Focus; adheres to the Standard of Moral Conduct and Statement of Faith; upholds Focus on the Family's ministry in prayer
Prays personally for Focus on the Family’s staff and constituents and may occasionally lead in a public prayer
Engages in Christian ministry
Demonstrates behaviors aligned with FOF core values

Responsibilities

Assists and relieves manager of a variety of complex administrative duties; utilizes independent judgment, determining when to act for supervisor and when to refer problems for personal attention
Screens incoming mail, both internal and external; answers or refers to other managers for appropriate distribution of those letters not requiring supervisor's personal handling; alerts supervisor of mail, which requires immediate action
Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature
Places, receives, screens, and refers telephone calls to appropriate personnel; responds to highly diversified inquiries from management, employees, constituents, and the public; regularly interfaces with other departments and agencies outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate
Checks, prepares, corrects and/or summarizes reports, records, and correspondence; compiles financial, statistical, or numerical statements by collecting data, performing calculations, and verifying results
Operates and inputs data into computer terminals, utilizing existing software; performs computer inquiries and generates computer reports
Operates independently in absence of supervisor, calling on staff when required; assists and advises supervisor on problems, sorts correspondence, mail, and matters by order of importance and priority for immediate action upon supervisor's return
Serves as a liaison between manager and others; follows up to ensure a timely response to projects and assignments
Oversees special projects involving in-depth familiarity with ministry background and policy spanning more than one functional area or operating division: searches manuals, files, and records for relevant background information
Monitors administrative assignments within the organization setting priorities for meeting deadlines and balancing supervisor's and own workloads; adjusts work schedule to meet extra demands; prioritizes tasks to complete multiple projects
Initiates and organizes data for reports and presentations for supervisor's review; responsible for preparation of presentations, reports, charts, and graphs to be presented to any level of management
Independently answers administrative/procedural questions relating to policy and procedure for other ministry personnel and outside callers, utilizing a comprehensive knowledge of the functions, operating methods, and practices of the organization
Maintains supervisor's office calendar; arranges meetings with employees and constituency; establishes priorities for appointments and makes travel arrangements, both domestically and internationally
Responds to complaints and problems of employees/constituency who have contacted supervisor's office by recording complaints and using own judgment to answer general questions; refers specific problems to supervisor or to relevant area
Displays the ability to safeguard the ministry's integrity when handling confidential information
May provide administrative support to other departments in specified C-level structure
Performs other duties as assigned which may include duties of lower-level job grades
Trains, instructs, and/or coordinates the work of other administrative personnel