The Administrative Assistant to the Sr. Director in the USA Division is responsible for the daily office duties of the division. They will strike a balance between strong computer and project management skills and calls for flexibility, excellent interpersonal skills, project coordination experience, as well as the ability to work well with all levels of The Gideons International, as well as outside Gideons and Auxiliary members throughout the USA. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, and member relations.
The key results have an impact on the overall efficiency and success of the USA Division. In particular, the key results will ensure overall coordination and will have an impact on the achievement of our objectives. Results will contribute to ensure a cohesive team, and timely and effective delivery of work product, maximizing the impact of The Gideons International.
Essential Job Functions
Provide appropriate support for the Sr. Director, USA Division leading to the achievement of the member engagement metrics
Manage the support provided ICR’s and IACR’s in carrying out successful state conventions
Assist the Sr. Director in working with Communications to edit and develop content for The Gideon magazine, Information Bulletin and International Update
Assist the Senior Director with preparation of duties and responsibilities for International Convention
Provide administrative support related to communications with the Cabinet and their various committees
Handle ministry related phone calls from the membership in a professional and courteous manner
Manage the fiscal year end filing for the USA Division
Purchase office supplies as approved by the Senior Director
Prepare various letters using mail merges, packet assembly, charts, tables, and other pertinent data for the Sr. Director and Managers, USA Division
Performing duties, such as receiving and opening mail, answering routine correspondence as directed, responding to Webmail and Feedback emails, as well as sending and answering emails
Cross-train in all areas of the USA ministry in order to serve as a back-up for work overflow
Add the needed administrative support as a member of USA team, leading to the development and implementation of innovative processes; equipping camps to engage churches in ministry partnership
Other Essential Functions
Give tours of headquarters building to special guest(s)
Perform kitchen/coffee duty as scheduled
Other duties as assigned
Essential Knowledge, Skills, and Training & Development
Follow verbal and written instructions
Ability to prioritize tasks
Excellent writing, grammar, telephone, and communication skills, while being detail oriented
Ability to use PC and widely-used software applications, especially Microsoft Office applications
Ability to learn new software applications as necessary
Proven ability to demonstrate a knowledge and understanding of confidentiality
Ability to provide analytical and strong organizational skills
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.
2 year Associate’s degree or equivalent experience preferred
5+ years previous administrative
PC experience, especially in Microsoft Office applications
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.