Purpose and Scope

The Sr. Administrative Assistant will provide support to the Director, Global Supply Chain & Logistics (GSC&L) through coordination of schedules, projects, reports, and communication. This role will also support the operations of the department by assisting with communication with members and vendors, managing regular reports, and processing data. This role performs administrative tasks as well as project oversight effectively and efficiently while modeling and utilizing excellent organization skills. This role serves as a critical liaison to the International Countries (IC) Division, responsible for ensuring GSC&L can resource and equip the membership in the International Ministry. The administrative assistant will possess strong communication, interpersonal, collaborative, organization skills while applying their technical expertise, attention to detail, and cultural agility to contribute to a continuously improving department with integrity for the needs of the organization.

Essential Job Functions

Accountable for overall daily operation of GSC&L. This includes being responsible for managing and scheduling meetings and appointments on behalf of the Director and the department
Manage incoming communications for the director
Apprise director of upcoming of division responsibilities, projects and reports as well as completed projects
Minimize interruptions to director and redirect all distractions
Maintain and submit expense receipts and reports via Concur for the director
Create and maintain letters, reports, memos, meeting agendas as needed for the director
Assist director in research projects by leading the process of gathering data and research materials as requested, then creating related report
Assist director with assignment preparations including but not limited to presentation development, itinerary and travel arrangements
Responsible for safeguarding and handling all confidential materials while maintaining strict confidentiality regarding sensitive information
Responsible for logistical support, including scheduling necessary transportation, lodging, and hosting for guests for training and meetings held at International Headquarters
Assist in the development and updates of standard operating procedures for GSC&L
Analyze current practices to determine efficiency and recommend improvements
Assist manager(s) in managing, processing, verifying and placing Scripture orders and initiating transfers
Assist the department with communication, updating, and maintaining critical files for historical reference and current action
Maintain and update shipment history database
Prepare and analyze reports related to Scripture order projections, goals, benchmarks, and inventory
Compile database updates and associated reports including extensive Microsoft Excel files
Assist International Headquarters with clarity, communication, and strategy related to sensitive countries
Participate in daily morning staff devotions; on a rotating basis serve by praying and reading Scripture in support of devotion leader

Other Essential Duties

Manage outgoing correspondence – email, post, and telephone
Manage the organization, storage and retrieval of data/information
Field phone calls and email requests for Scriptures and other inquires according to policy
Participate in department team meetings
Perform kitchen/coffee duties as per schedule
Other duties as assigned, and special work in assisting IC Division as appropriate

Working Relationships
Reports To:     Director, Global Supply Chain & Logistics
People Management Responsibility:   None
Works Closely With:    (Internally) Global Supply Chain & Logistics, International Countries Division and Headquarters staff. (Externally) key dignitaries – Gideon and non-Gideon, International Cabinet

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 skills
Ability to communicate effectively with International Country Division team members, site team members, all departments, vendors, clients, etc.

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

Bachelors degree or equivalent experience preferred
5+ years of administrative experience or equivalent work 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.