The Administrative Assistant to the Manager is responsible for various duties within the (NA) National Associations Division that will help bring cohesiveness to the international department as well as serving the National Association countries.
Essential Job Functions
Responsible for development and updating of National Association Convention Binder material as well as processing all reports following conventions
Arrange interpreters for international convention, conferences and international cabinet meetings.
Type letters, reports, memos, meeting agendas as needed for the Manager, National Associations Division and others
Maintain and publish National Association country dossiers on an annual basis
Type email correspondence and handle webmail traffic
Processes DHL shipments, receives mail and distributes accordingly
Place and receive telephone calls, receive visitors and maintain schedule of appointments.
Maintain files, records and forms
Operate various office equipment as provided and trained
Manages pending file and distributes tasks as necessary
As required, handles miscellaneous duties as meeting preparations, guiding visitors on tours, securing and informing routine data from/to other divisions as necessary
Manage contact information for national executive directors and national presidents
Assist NA Manager with state and national convention preparations including but not limited to presentation development, itinerary and travel arrangements
Process and generate documentation and letters regarding Scripture remittances as received from national associations
Other duties as assigned
Other Essential Functions
Responsible for updating and preparing national association convention information
Maintain pending file and prepare materials to be shipped out in a timely manner to each International Cabinet Representative and each International Auxiliary Cabinet Representative for their assigned national association convention
Responsible for national associations convention reports and information to be posted on Intranet and forwarded to the Executive Committee for review
Update and maintain correct officer information for national associations
Schedule necessary transportation and hosting for international trustees, national presidents and executive directors for training and meetings held at International Headquarters
Manage International Convention duties: make necessary arrangements for special meetings/training and national executive director luncheon, prepare officer list for special functions and arrange for proper interpretation as needed for NA Trustees and National Representatives
Process state and national conventions for NA Manager as well as assisting with church presentation development, follow up as necessary
Generate and send donation letters for donations given during International Convention
Update and send letter along with updated Form 902NA and NA Goals Worksheet to national executive directors for upcoming fiscal year goals
Assist with creating Power Point presentations and notebooks
Reports To: Manager, National Associations Division
People Management Responsibility: None
Works Closely With: (Internally) International Division, Headquarters Staff
(Externally) National Executive Directors, National Associations Headquarters Teams, Members Trustees and Representatives
Essential Knowledge, Skills, and Training & Development
Follow verbal and written instructions
Excellent writing, grammar and communication skills while being detail oriented
Proven ability to keep a big picture perspective, while dealing with very detailed information
Ability to use PC and widely-used software applications, especially Microsoft Office applications
Ability to learn new software applications as necessary
Ability to provide strong organizational skills
Ability to communicate effectively in writing and verbally internally and externally as necessary
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.
3-5 years of Administrative experience
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.
[May 2019- Administrative Assistant to the Manager, National Associations]