Senior Administrative Assistant-11-001-SC/ Carson Divisional Headquarters (DHQ)

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

The Senior Administrative Assistant is responsible for providing day to day administrative support to the Divisional Director of Social Services. They must have strong organizational skills with a keen eye for detail. They must be flexible and able to handle multiple priorities simultaneously, have good judgment, be able to work independently or with little supervision, self-motivated, set priorities and apply excellent time management skills.

Essential Functions

• Corresponds on behalf of executive with internal TSA DHQ executives, program directors and outside entities, including government entities, foundations, funders, and dignitaries.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel and actively prompting the Director as necessary to confirm and prepare for scheduled commitments.
• Assists in the development of presentations using PowerPoint and Excel.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Oversees special projects for the department, and as needed, at program sites, including coordination with different departments, staff, and community partners to ensure full execution and completion of projects, and delegating tasks or duties as necessary to optimize efficiency and outcomes.
• Maintains staff confidence and protects operations by keeping information confidential.
• Completes administrative duties as needed including bill transmittals, employee vacation/sick records and updates, petty cash, new employee employment verifications and paperwork.
• Ensures project completion, including quarterly reports, assigned to directors by following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing (hard copies/electronic) and retrieval systems, recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Reconciles business travel and expenses account on a monthly basis.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Maintains professional and technical knowledge by attending educational workshops; and reviewing professional publications.
• Contributes to team effort by accomplishing related results as needed.
• Travels to different sites to arrange meetings, site tours as needed.
• General clerical duties and other related duties as assigned.
• Maintain a running log of all pending items to present to the Director, ensuring timely completion, coordination, and follow-up on deliverables.
• Expedite tasks and processes as needed, demonstrating flexibility to adjust priorities and meet urgent deadlines.
• Be able to maintain flexible work hours and travel to various site locations to provide leadership or support for events and special projects as part of the role.

Working Conditions

Must be able to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis. Must be able to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Must be able to lift up to 25 pounds.

Minimum Qualifications

• Some college or post-secondary education required. College degree preferred.
• Minimum 2 years experience as an administrative assistant.
• Computer literate.
• Valid CA driver's license.
• A criminal background check is required with certification for Protect the Mission policies and procedures.
• Some Travel required.

Skills, Knowledge & Abilities

• Excellent written and verbal skills.
• Microsoft Office Skills (Word, Excel, PowerPoint).
• Travel logistics and scheduling.
• Strong organizational and project management skills.
• Ability to manage multiple priorities simultaneously while paying critical attention to detail.
• Thrive in a team-oriented environment.
• Capable of meeting deadlines