The Salvation Army of Memphis & the Mid-South · 2 months ago
Executive Secretary_NE-AOK_101-Administration
Oklahoma City, OK
Full-time
Onsite
Senior Level
6+ years expThe Salvation Army of Memphis & the Mid-South is an internationally recognized non-profit, faith-based organization, seeking an Executive Secretary to support the Divisional Commander at their Divisional Headquarters. The role involves managing administrative details, coordinating meetings, and ensuring smooth office operations with minimal supervision.
Non-profit Organization Management
Responsibilities
Relieves the Divisional Commander of administrative detail; performs advanced, complex, and confidential secretarial work with a broad scope of responsibilities; coordinates information and arrangements for meetings and seminars; works independently and with little or no direct supervision for extended periods of time; ensures the office runs smoothly and with limited interruption while the supervisor is absent
Receives and responds to questions or complaints directed to the Divisional Commander; works with the appropriate officer/department to resolve problems in a timely manner; attempts to resolve complaints and/or problems in a professional manner. Notifies the Divisional Commander when it is necessary to handle high priority/major issues
Monitors the Divisional Commander’s email to prioritize tasks and ensure responses in a timely manner. Composes responses or transcribes dictated responses as instructed by the Divisional Commander
Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as officer service reviews, proposals, sermons, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same
Transcribes dictation and types correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation
Serves as a liaison for other departments and/or divisions seeking information or services from the Divisional Commander; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position
Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate individuals of discoveries
Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures
Prepares and maintains divisional records, career sheets, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain department records; researches department files to locate specific information found in documents, correspondence, lists, forms, etc
Develops and maintains a filing system of a variety of divisional correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner
Receives, procures, opens and distributes department mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; opens mail marked "personal" and "confidential" when the Divisional Commander is absent; collects and prepares outgoing mail for the department
Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; meets with vendors and suppliers on a regular basis; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible
Coordinates travel arrangements to include airline tickets, hotel reservations and local transportation arrangements; prepares Divisional Commanders itinerary to maintain awareness of travel plans; contacts Divisional Commander is cases of emergency
Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, as well as travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, meetings, etc.; processes deposits and payments received; coordinates international trips
Qualification
Required
High school diploma or G.E.D. required supplemented by secretarial courses from a technical or vocational school preferred
Six years progressively responsible experience performing secretarial work in a general office, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities
Knowledge of executive office practices and procedures
Knowledge of The Salvation Army mission and philosophy
Knowledge of effective and efficient recordkeeping practices and procedures
Knowledge of the English language including proper grammar and punctuation
Knowledge of basic mathematics
Knowledge and proficiency in using Microsoft Word, Excel, and Power Point
Basic knowledge of Microsoft Publisher
Knowledge of accepted practices and techniques involved in budget and report preparation, recordkeeping, public relations, interpersonal relations, and business communications both oral and written
Ability to represent and project both a positive and professional image of The Salvation Army as is characteristic of the executive administrative level positions
Ability to build and maintain positive, effective, and professional working relationships with executive level Salvation Army officers as well as the individuals they come in contact within the community
Ability to learn the broad scope of department operations and services in order to serve as an information resource and to provide assistance in a timely and effective manner
Ability to prepare spreadsheets and to maintain computer databases
Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner
Ability to meet attendance requirements
Ability to read, write, and communicate the English language
Ability to perform routine mathematical calculations
Ability to transcribe dictation and type correspondence
Ability to operate various general office equipment including a telephone, typewriter, computer, and adding machine
Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering phones or speaking in person to staff or outside contacts requiring assistance
Ability to work well under the pressure of deadlines
Ability to follow instructions and work independently with limited supervision
Ability to maintain the confidential nature of the department
Ability to exercise a high degree of tact, diplomacy, and confidentiality while working with high-ranking officials
Ability to make sound decisions and resolve operational problems in the absence of an immediate supervisor
Ability to effectively and efficiently work on multiple projects at the same time without becoming frustrated or disorganized
Ability to plan, organize, and prioritize work in order to accomplish work in compliance with quality standards and deadlines
Ability to determine the most effective and efficient method to accomplish work objectives and goals and to work under limited supervision
Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time
Company
The Salvation Army of Memphis & the Mid-South
Since 1900, The Salvation Army of Memphis & the Mid-South has been meeting human needs in His name without discrimination.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase