People Architects is excited to recruit for an Administrative Assistant to Philanthropy and MarCom teams. to effectively execute administrative tasks for both team leaders; support and coordinate special events and meetings, both on-site and electronic; coordinate, proof, and process publications (like the Desk Calendar, Sunday Bulletins, and Stewardship Theme Materials); and support the overall administrative needs for the teams (eg, invoices, purchase orders, expense reports). Participates as part of the Administrative Support Network for communal support across the ministries as necessary.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Serve as program assistant providing daily administrative support to the MarCom and Philanthropy teams, including but not limited to, phone and voicemail handling, calendar coordination, written correspondence, travel arrangements, and other duties as assigned.
- Maintain the confidentiality of sensitive correspondence and meetings. Support and coordinate special events and designated meetings, both on-site and electronic, including logistics (eg, meals/snacks, registration, pre-meeting communications, room setup); administrative support (eg, nametags, collateral preparation); and meeting minutes.
- With direct input from the Minister and Team Leader, Marketing and Communications, coordinate production and printing of various publications, working to compile, proof and then process.
- Process accounting and contractual paperwork to support the effective operations of both teams.
- Keep files in working order by adding new projects and culling old information
- Process and submit orders for supplies and invoices
- Support the team with daily mail collection and distribution, staff attendance form coordination, office supply ordering, and AMEX monthly reconciliation coordination
- Other duties as assigned by the Minister and Team Leader, Marketing and Communications and the Minister and Team Leader, Philanthropy.
MINIMUM QUALIFICATIONS:
- The requirements listed below are representative of the knowledge, skills and/or abilities required to perform successfully in this position.
- High School Diploma or equivalent plus a minimum of 3-5 years of general office/secretarial experience; Associates degree preferred.
- Experience in office administration with willingness to take appropriate initiative for the effective operation of the office
- General secretarial experience and training; knowledge of office procedures and management.
- Excellent written and verbal communication skills
- Demonstrated capacities to be a self-starter, able to prioritize work and to perform work with minimum supervision
- Ability to edit and proofread materials
- High degree of computer competence including knowledge of the current versions of Word, Excel, and related software.
- Strong understanding of the need for confidentiality and discretion, and a demonstrated capacity for managerial and human relation skills.
- Desire to be a team player who can create and maintain a team environment
- Desire and sensitivity to work in a diverse racial, ethnic, cultural, and religious setting with a commitment to pluralism in the workplace as well as in one's understanding of mission.
This is a temp to permanant position.
This job description is not intended to be a complete list of all duties and responsibilities required for the position and is subject to review and change at any time in accordance with the needs of the ministry. Since no job description can detail all duties and responsibilities that may be required from time to time in the performance of a position, duties and responsibilities that may be inherent in a position shall also be considered part of the position holder's responsibility