Executive Assistant ($26 to $28 hourly)

The Salvation Army Southern California•Ewa Beach, HI

1d•$26 - $28•Hybrid

About The Position

The Executive Assistant provides high-level administrative and organizational support to the Administrator/Corps Officers and Center Director (CD), enabling senior leadership to focus on key priorities, decisions, relationships, and Center-wide initiatives. The position manages complex calendars and meeting logistics, prepares and coordinates executive communications and materials, maintains confidential records, tracks assignments and deadlines, supports governance and approval processes, and coordinates special projects and events. The Executive Assistant serves as a central communication link among senior leadership, the Executive Leadership Team, employees, Divisional Headquarters, Advisory Council members, community leaders, vendors, donors, and other constituents. The position requires exceptional organization, sound judgment, initiative, discretion, responsiveness, and the ability to anticipate needs and manage competing priorities. The Executive Assistant will have a deep commitment to the mission of The Salvation Army, which will be evident in his or her professional life and the manner in which he or she represents The Salvation Army Ray and Joan Kroc Corps Community Center in the community.

Requirements

High school diploma or equivalent.
Three to five years of progressively responsible administrative or executive-support experience in a large church, nonprofit, corporate, or similarly complex organization.
General business knowledge and demonstrated ability to support senior leaders in a fast-paced environment.
Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint, and the aptitude to learn new systems and software.
Excellent oral and written communication skills, including the ability to read, write, and speak English effectively.
Exceptional organizational, project-coordination, and follow-through skills, with strong attention to detail.
Professional interpersonal and telephone skills and the ability to work effectively with employees, managers, officers, community leaders, donors, vendors, and other constituents.
Ability to work effectively and respectfully with people of varied ethnic, cultural, and socioeconomic backgrounds.
Demonstrated sound judgment, initiative, resourcefulness, flexibility, and ability to anticipate leadership needs while maintaining the highest level of confidentiality.
Ability to manage multiple projects and special assignments by clarifying objectives, establishing priorities, managing time, resolving problems, and tracking work through completion.
Must perform job functions with attention to detail, speed and accuracy.
Must work in a fast-paced environment and maintain poise under pressure.
Must be self-motivated and able to maintain a self-directed schedule.
Must have a genuine interest and commitment to providing quality service.
Must respond to crisis situations in a calm and effective manner and remain calm when resolving problems using good judgment.
Must possess the self-discipline necessary to perform repetitive tasks without lowering quality of work.
Must be able to work with limited supervision, and work in a team setting with other professionals.
Must exercise good judgment and comfortable taking initiative with projects.
Must interact with others with courtesy and tact, with professionalism.
The position requires sitting; climbing and/or balancing; stooping, kneeling, bending, stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand coordination; use of vision.
Pushing/pulling/lifting/carrying up to 20 pounds without assistance and occasionally more than 20 pounds with assistance.
The position requires frequent verbal, written, telephone, and electronic communication with employees, clients, vendors, volunteers, donors, and community constituents.
Responsibilities include responding to requests, giving and receiving instructions, training others on assigned administrative processes, composing and proofreading business communications, reading and interpreting information, and occasionally visiting or working at other locations.
Professional business etiquette is required in all forms of communication.
The employee must interact positively and professionally with coworkers and the public in a manner consistent with The Salvation Army Mission Statement and must work effectively with people of diverse backgrounds and circumstances.
Must possess a valid driver’s license and have access to insured transportation.
The candidate chosen for this position will be required to pass a criminal history information check.

Nice To Haves

Bachelor’s degree in business administration, communications, organizational leadership, or a related field.
Five to ten years of administrative or executive-support experience in a large church, nonprofit, corporate, or similarly complex organization.

Responsibilities

Serve as the primary administrative point of contact for the Administrator/Corps Officers and Center Director, greeting employees, clients, visitors, and other constituents and establishing professional rapport.
Serve as a communication link between the Executive Leadership Team and internal and external constituents, ensuring information is routed accurately and promptly.
Anticipate leadership needs, prioritize incoming requests and communications, prepare relevant background or briefing materials, and track follow-up items through completion.
Prepare, proofread, format, and edit correspondence, reports, spreadsheets, presentations, and other executive materials for clarity, accuracy, and professional presentation.
Serves as a backup to the Administrative Clerk for daily pickup and distribution of mail and correspondence, including correspondence with Divisional Headquarters (DHQ).
Process and distribute the monthly Reading File to the Administrator, Center Director, and other designated recipients.
Maintain a bring-up system and Action Items List for the Administrator and Center Director, provide timely reminders, and follow up on overdue assignments.
Schedule, maintain, and update calendars and appointments for the Administrator and Center Director, resolving conflicts and coordinating priorities as appropriate.
Arrange travel, lodging, transportation, itineraries, and related logistics for the Administrator, Center Director, and designated guests, as required.
Maintain current contact directories for managers and key employees and distribute updated directories as needed.
Exercise discretion in handling confidential and sensitive information, communications, records, and leadership matters.
Coordinate Manager Meetings and Manager Retreats, including scheduling, logistics, communications, materials, and follow-up; orient managers regarding assigned meeting-facilitation responsibilities.
Ensure agendas and supporting materials are prepared and distributed in advance for Executive Leadership Team, supervisory, project, Advisory Council, ad hoc committee, and other assigned meetings.
Attend assigned meetings, accurately record decisions and action items, and distribute completed minutes to appropriate participants within three business days.
Track meeting action items and decisions and provide follow-up reminders to responsible parties until assignments are completed or otherwise resolved.
Coordinate meeting-hosting responsibilities, including invitations, RSVPs, room setup, seating, supplies, food, and beverages, as needed.
Inspect meeting rooms in advance and ensure they are clean, properly arranged, and fully prepared. Test and stage all required audiovisual equipment and resources—including displays, projectors, microphones, speakers, videoconferencing connections, presentation files, adapters, remote controls, and printed materials—before participants arrive.
Serve as the primary custodian of the administrative conference rooms, overseeing schedules, reservations, readiness, and appropriate use.
Provide backup support for Recreation Management System calendar and room-reservation entries.
Process submissions for Command Finance Council, Divisional Program Council, Advisory Committees, and other approving bodies using established protocols and prescribed systems, including TSAMM; track submissions through completion.
Maintain and distribute the Center Master Calendar as a primary Center-wide planning and communication tool.
Oversee the Kroc Konnection huddle tool, including scheduling and training assigned employees and ensuring weekly updates are completed and distributed in advance.
Lead or coordinate special projects and communication initiatives, such as Spring Cleanup, as directed by senior leadership.
Assist with assigned special events, including seasonal and other Center-wide events.
Prepare donation letters and conduct follow-up with prospective donors, as requested.
Coordinate the employee birthday and service-anniversary recognition program.
Serve as the Team Leader on Duty at least once per month, acting as the Center’s primary on-site management lead and point of contact for customer service, operational, safety, and emergency matters during the assigned shift.
Reserve Salvation Army vehicles for VIP guests and other authorized purposes, as directed.
Monitor compliance with established rest- and meal-break procedures and communicate concerns to appropriate leadership.
Safeguard and administer the assigned corporate credit card and serve as an authorized purchasing agent for approved online purchases in accordance with established policies.
Perform assigned bookkeeping and payment-support tasks, including preparing receipts and supporting documentation for reimbursements and payments and entering invoices into AP Workflow.
Prepare, reconcile, and submit corporate credit-card expense reports and reimbursements through CARES.
Prepare and process Requests for Payment and check requests through AP Workflow.
Prepare requisitions for supplies, floral arrangements, equipment, and departmental repairs, as needed.
Maintain and order Center office supplies and monitor inventory to support continuity of operations.
Oversee administrative work areas, workspace assignments, and administrative equipment; update and distribute the administrative parking map.
Help ensure reliable operation of assigned administrative equipment by coordinating preventive maintenance, troubleshooting malfunctions, arranging repairs, maintaining inventories, and evaluating replacement needs or new office technologies.
Maintain an Executive Assistant procedures manual documenting recurring responsibilities, workflows, timelines, systems, and key contacts to support continuity and succession planning.
Collect statistical information from Kroc Center programs, enter information into the appropriate database, and generate reports for Divisional Headquarters, as required.
Coordinate the annual secure shredding of confidential and sensitive records in accordance with applicable record-retention requirements and Salvation Army policies.
Prepare and process reports and supporting documentation required for the Annual Divisional Review and other assigned internal or external reviews/audits.
Maintain confidential program, property, contract, social-service, license, and other official files in accordance with Salvation Army and applicable federal, state, county, and city requirements.
Establish and maintain electronic records and administrative files as directed by the Administrator and Center Director.
Maintain, organize, archive, and routinely review the General and Business folders on the O drive.
Assist with grant applications, special reports, proposals, and other assigned documents.
Take initiative, work independently within assigned authority, adapt quickly to changing priorities, and maintain a professional approach to problem-solving.
Mentor, guide, and provide procedural support to other administrative assistants and Center coordinators without exercising formal supervisory authority.
Maintain professional and technical knowledge through appropriate training, workshops, professional publications, networks, and other approved development opportunities.
Follow and support compliance with all applicable Salvation Army policies and procedures.
Maintain and uphold the Code of Ethics established for Kroc Center Hawaiʻi.
Attend staff meetings and other assigned administrative meetings.
Maintain regular and punctual attendance.
Be available to work a flexible schedule, including weekends, evenings, and holidays, as needed.
Promote and maintain a diverse and inclusive environment among employees, community members, volunteers, and other stakeholders.
Perform all other duties as assigned.