The Salvation Army of North Texas · 1 month ago
Executive Secretary (3062)
Oklahoma City, OK, USA
Full-time
Onsite
Senior Level
6+ years expThe Salvation Army of North Texas is seeking an Executive Secretary to provide comprehensive administrative support to the Divisional Commander. The role involves managing complex secretarial tasks, coordinating meetings, and ensuring the smooth operation of the office.
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 of 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; research 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; research 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
Compiles the Yearly Divisional Personnel Review for the territorial review team during the divisional review
Prepares monthly travel schedule for the Divisional Officer Staff, Development Director and Bandmaster and distributes to the field officers and DHQ officers/employees
Sends personal greetings on behalf of the Divisional Leaders for all employee and active/retired officers’ birthdays; active/retired officers’ anniversaries
Orders flowers for employees of Divisional Headquarters as directed
Performs various bulk-mail activities; counts and sorts items to be mailed at bulk rate; obtains and applies correct labels to items to be mailed; distributes information regarding the department's services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same
Updates the Disposition of Forces (Dispo) to reflect any changes in assignments as they occur; ensures the Dispo is maintained and updated in an accurate, complete, and timely manner
Performs other related work as required
Qualification
Required
High school diploma or G.E.D. required
Six years progressively responsible experience performing secretarial work in a general office
Driver's License
Preferred
Secretarial courses from a technical or vocational school
Benefits
Paid Time Off
Retirement Savings Plan Available
Supplemental Insurance Available
Voluntary Life Insurance and more!
Company
The Salvation Army of North Texas
The Salvation Army of North Texas provides a range of services to combat poverty, addiction, and homelessness at 21 centers of operation in Dallas and Rockwall, Tarrant and Ellis, and Denton and Collin counties.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase