Administrative Assistant, International Outreach

International Outreach Nashville

Jobs

Purpose and Scope
The Administrative Assistant will provide support, help establish priorities, and provide timely analytical information and advice for multiple responsibilities of the International Outreach Division. These responsibilities relate to and support the national conferences, international travel itineraries, training and material resources, as well as current initiatives. The successful Administrative Assistant will strike a balance by combining organizational and technical skills with communication skills to manage daily administrative assistance to the Manager, International Outreach. This person will contribute to ensure a coherent team, maximizing the impact of The Gideons International around the world.

Essential Job Functions
Manage calendar of national conferences and assignments to those conferences
Process assignment letters to national conference representatives and program committee chairmen
Compile recommendations/assignments for the International Outreach Committee meetings
Manage and direct correspondence via phone and email to ensure that field assignment information is provided for each staff member and representatives
Responsible for sending digital portfolios and other needed documents to regional directors and national conference representatives
Make schedules and provide support to the regional directors who have training/refresher assignments at the International Headquarters
Manage calendar of itineraries for regional field officers and other representatives
Generate and manage master lists for field activity assignments and reporting
Monitor inventory of merchandise supplies for international outreach
Responsible for processing and/or shipping international outreach merchandise orders
Process visitation reports for new camps in international outreach countries
Manage the posting of new camp reports and national conference reports to theConnection
Provide administrative assistance to the Manager, International Outreach
Perform routine clerical duties such as filing, posting records, and completing forms
Coordinate itinerary information for devotion prayer cards and maintain support for the Prayer Center
Assist Manager, IO in responsibilities relating to the IOC Working Group
Assist Manager, IO with the IO Curriculum Development project
Support deployment of IO training material for in-country reorganization
Process updates to the National Leadership Teams per information submitted.

Other Essential Functions
Participate in department team meetings
Perform kitchen/coffee duty as per assigned schedule
Fulfill coffee break and luncheon schedules for committee meetings as needed
Provide tours of TGI Headquarters as requested
Assist with entertaining key dignitaries (Gideons and non-Gideons) who visit Headquarters

Working Relationships
Reports To: Manager, International Outreach
People Management Responsibility: None
Works Closely With: Director IO, Administrative Assistants, Chief Financial Officer’s Team, International Directors, Regional Directors, key dignitaries (Gideon and non-Gideon)

Essential Knowledge, Skills, and Training & Development
Non-physical
Follow verbal and written instructions
Ability to use PC and widely used software applications, especially Microsoft Office applications
Ability to learn new software applications as necessary
Ability to provide analytical and strong organizational skills
Ability to communicate effectively with International Division team members, all departments, vendors, clients, etc.
Demonstrates the organizations’ culture in all behaviors and language
Takes personal initiative and is a positive example for others to emulate
Physical
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)

Essential Knowledge, Skills, and Training & Development

Non-physical
Follow verbal and written instructions
Ability to use PC and widely used software applications, especially Microsoft Office applications
Ability to learn new software applications as necessary
Ability to provide analytical and strong organizational skills
Ability to communicate effectively with International Division team members, all departments, vendors, clients, etc.
Demonstrates the organizations’ culture in all behaviors and language
Takes personal initiative and is a positive example for others to emulate

Physical

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)

Minimum Qualifications
2-year associate degree or equivalent experience
2-5 years of administrative assistance experience
Successful completion of a 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.

Employment Number #2021-259 Location/Department International Outreach Type Full Time Role Administrative Assistant, International Outreach

Required Skills

Here’s an overview of qualifications you need for this job.

Communication
Effective communicator with strong analytical skills
Organizational
Core Competencies
Actively learns, demonstrates, and fosters the organization’s culture in all actions and words, Takes personal initiative and is a positive example for others to emulate, Proven ability to keep a big picture perspective while dealing with very detailed information, Foster open communication and approachability, Positive and Constructive Attitude, Self-Management and Emotional Intelligence, Time Management, Process Management, Problem Solving, Dealing with Ambiguity, Perspective, Ability to challenge the status quo, Active Knowledge Sharing & Continuous Learning
Administrative Support
1 Language
(Native)
English
Understanding
Speaking
Writing
Core Values
Integrity, Excellence, Open Communication, Stewardship
Work Environment & Time Requirement
Climate-controlled office environment, 8-hour workday, Variations in work volume sometimes require extended working hours, * Potential for some remote work from home

Additional Requirements

What else it would be nice to have.

Eye for DetailTeam PlayerMultitasker
3 Years Of experience

Department / Location

A Brief Overview of the Department / Location which posted this job opening

International Outreach

The International Outreach Division is the administrative arm of the International Outreach Committee. The division is responsible for day-to-day management of the work in international outreach countries and administration of the international outreach budget. Our main objective is to inspire our members to fulfill their call by equipping and training our leaders in more than 180 countries, possession, and territories.
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