Purpose and Scope
The Administrative Assistant, Membership Recruitment is responsible for the daily office duties of the Membership Recruitment (MR) division. They will strike a balance between strong computer and project management skills. The role 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. 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 Membership Recruitment. 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
Assist with the proper management of workflow associated with projects initiated from the Membership Recruitment Division.
Provide appropriate support to the USA Field Managers and to the Director, MR leading to the achievement of the member engagement metrics
Responsible for a number of large mailings to USA state and camp officers each year
Prepare various letters using mail merges, packet assembly, charts, tables, and other pertinent data for the Director and Field Managers, Membership Recruitment
Serve as a liaison with other departments and division to ensure synergy between divisions
Create and update project management reports and intake forms
Handle ministry related phone calls from the membership
Perform 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
Maintain the MR supply closet, record monthly inventory and assist the Administrative Assistant to the Director with office supply orders
Cross-train in all areas of the USA ministry in order to serve as a back-up for work overflow
Perform routine clerical duties such as filing, posting records and completing forms in a timely manner
Add the needed administrative support as a member of Membership Recruitment team, leading to the development and implementation of innovative processes; equipping camps to engage churches in ministry partnership
Update and maintain USA Field Activity and Membership Recruitment personnel calendars
Other Essential Functions
Give tours of headquarters building to special guest(s)
Perform kitchen/coffee duty as scheduled
Other duties as assigned
Reports To: Director, Membership Recruitment
People Management Responsibility: None
Works Closely With: Managers, Administrative Staff, Gideon Members and TGI Headquarters Staff
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 degree or equivalent experience preferred
5+ years previous administrative and/or project coordination 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.