Sr. Administrative Assistant, International Countries
The Gideons International, Nashville, TN, United States
Description
The Sr. Administrative Assistant shall provide support to the Senior Director through detailed communications, managing schedules, and coordination of projects, tasks, and appointments.
The successful Sr. Administrative Assistant will strike a balance by combining technical skills with communication skills to continuously improve the International Countries Division with integrity for the needs of the division and the membership within the organization.
Essential Job Functions
Accountable for assisting with daily operations of International Countries Division, including schedules for the Senior Director. This includes being responsible for managing and scheduling meetings and appointments for the Senior Director of the International Division.
Manage all aspects of travel plans for the Senior Director, maintaining information for legal and fiscal requirements as necessary.
Manage incoming communications for the Senior Director.
Responsible for time allocation of Senior Director, ensuring that they can meet all requirements and complete necessary administrative responsibilities.
Apprise Senior Director of upcoming of division responsibilities, projects and reports as well as completed projects. Minimize interruptions to Senior Director and redirect all distractions
Maintain and submit expense receipts and reports via Concur for the Senior Director
Create and maintain letters, reports, memos, meeting agendas as needed for the Senior Director and International Division, International Countries Committee, Working Groups and others
Assist Senior Director in research projects by leading the process of gathering data and research materials as requested, then creating related reports
Responsible for the creation, maintenance and integrity of the National Leadership Team database
Assist Senior Director with assigned conferences and conventions preparations including but not limited to all assigned 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 International Countries Committee, International Directors, Regional Directors, and guests for training and meetings held at International Headquarters
Communicate regularly with International Countries Committee, International Directors, Regional Directors and other leaders to ensure all necessary administrative responsibilities are accounted for and accomplished
Responsible for development and distribution of the book of reports for the International Countries Committee and relevant sub-committees or working groups, including preparing the bulk of the reports and directing the compilation of others. Prepare meeting minutes for the International Countries Committee and relevant sub-committees or working groups.
Communicate with Finance Division regarding International Countries Committee reports, and National Leadership Teams salary information or other projects as requested
Coordinate production of agenda, orientation and training materials used by international countries for International Convention
Maintain and update National Leadership Team, salary information, on boarding/off boarding, and streamline organizational structure in the database and SharePoint lists for international outreach countries
Manage contact information and databases for International Countries Committee, National Leadership Team and Regional Field Officers
Responsible for updating standard operating procedures for processes within the International Division
Assist with complementary materials and agenda development for Regional Field Officers, Regional Directors, National Leadership Teams annual training
Analyze current practices to determine efficiency and recommend improvements
Other Essential Functions
Take and deploy meeting minutes
Oversee the workflow and coordination of multiple projects, tasks, deadlines
Manage outgoing correspondence - email, post, and telephone
Manage the organization, storage and retrieval of data/information
Field calls, emails, and written correspondence requests for Scriptures and other inquires according to policy
Provide tours of TGI Headquarters to guests as scheduled
Participate in division team meetings
Perform kitchen/coffee duties as per schedule
• Participate in daily morning staff devotions. Serve by praying and reading Scripture in support of devotion leaders on a rotating basis.
Other duties as assigned
Working Relationships
Reports To:
Senior Director, International Countries Division
People Management Responsibility:
None
Works Closely With:
Director, IHQ Operations, Headquarters Staff, International Countries Committee, International Directors, Regional Directors
Essential Knowledge, Skills, and Training & Development
Non-physical
Follow verbal and written instructions
Proficient in Microsoft Office applications
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 all members of headquarters and Gideon membership
Physical
Reasonable accommodation 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)
Mission Critical Competencies
SHARED VALUES
Integrity
Excellence
Open Communication
Stewardship
CORE COMPETENCIES
Actively learns, demonstrates, and fosters the organizations' culture in all actions and words. Takes personal initiative and is a positive example for others to emulate.
Ability to understand the fundamental business drivers and communicate the state of business and provide strategic recommendations to management.
Proven ability to keep a big picture perspective while dealing with very detailed information.
Ability to distinguish priorities and make decisions in accordance with them
Foster Open Communications and Approachability
Positive and Constructive Attitude
Business Acumen
Process Management
Decision Quality
Problem Solving
Dealing with Ambiguity
Perspective
Ability to challenge the status quo
Work Environment and Time Requirements
• Climate-controlled office environment
• 8-hour workday
• Hybrid work schedule: Telework Monday & Friday, in office Tuesday, Wednesday, Thursday
• Variations in work volume sometimes require extended working hours or working in office on a Monday or Friday
Minimum Qualifications
• Bachelors degree or equivalent experience
• 10+ years of executive level 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.
The Sr. Administrative Assistant shall provide support to the Senior Director through detailed communications, managing schedules, and coordination of projects, tasks, and appointments.
The successful Sr. Administrative Assistant will strike a balance by combining technical skills with communication skills to continuously improve the International Countries Division with integrity for the needs of the division and the membership within the organization.
Essential Job Functions
Accountable for assisting with daily operations of International Countries Division, including schedules for the Senior Director. This includes being responsible for managing and scheduling meetings and appointments for the Senior Director of the International Division.
Manage all aspects of travel plans for the Senior Director, maintaining information for legal and fiscal requirements as necessary.
Manage incoming communications for the Senior Director.
Responsible for time allocation of Senior Director, ensuring that they can meet all requirements and complete necessary administrative responsibilities.
Apprise Senior Director of upcoming of division responsibilities, projects and reports as well as completed projects. Minimize interruptions to Senior Director and redirect all distractions
Maintain and submit expense receipts and reports via Concur for the Senior Director
Create and maintain letters, reports, memos, meeting agendas as needed for the Senior Director and International Division, International Countries Committee, Working Groups and others
Assist Senior Director in research projects by leading the process of gathering data and research materials as requested, then creating related reports
Responsible for the creation, maintenance and integrity of the National Leadership Team database
Assist Senior Director with assigned conferences and conventions preparations including but not limited to all assigned 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 International Countries Committee, International Directors, Regional Directors, and guests for training and meetings held at International Headquarters
Communicate regularly with International Countries Committee, International Directors, Regional Directors and other leaders to ensure all necessary administrative responsibilities are accounted for and accomplished
Responsible for development and distribution of the book of reports for the International Countries Committee and relevant sub-committees or working groups, including preparing the bulk of the reports and directing the compilation of others. Prepare meeting minutes for the International Countries Committee and relevant sub-committees or working groups.
Communicate with Finance Division regarding International Countries Committee reports, and National Leadership Teams salary information or other projects as requested
Coordinate production of agenda, orientation and training materials used by international countries for International Convention
Maintain and update National Leadership Team, salary information, on boarding/off boarding, and streamline organizational structure in the database and SharePoint lists for international outreach countries
Manage contact information and databases for International Countries Committee, National Leadership Team and Regional Field Officers
Responsible for updating standard operating procedures for processes within the International Division
Assist with complementary materials and agenda development for Regional Field Officers, Regional Directors, National Leadership Teams annual training
Analyze current practices to determine efficiency and recommend improvements
Other Essential Functions
Take and deploy meeting minutes
Oversee the workflow and coordination of multiple projects, tasks, deadlines
Manage outgoing correspondence - email, post, and telephone
Manage the organization, storage and retrieval of data/information
Field calls, emails, and written correspondence requests for Scriptures and other inquires according to policy
Provide tours of TGI Headquarters to guests as scheduled
Participate in division team meetings
Perform kitchen/coffee duties as per schedule
• Participate in daily morning staff devotions. Serve by praying and reading Scripture in support of devotion leaders on a rotating basis.
Other duties as assigned
Working Relationships
Reports To:
Senior Director, International Countries Division
People Management Responsibility:
None
Works Closely With:
Director, IHQ Operations, Headquarters Staff, International Countries Committee, International Directors, Regional Directors
Essential Knowledge, Skills, and Training & Development
Non-physical
Follow verbal and written instructions
Proficient in Microsoft Office applications
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 all members of headquarters and Gideon membership
Physical
Reasonable accommodation 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)
Mission Critical Competencies
SHARED VALUES
Integrity
Excellence
Open Communication
Stewardship
CORE COMPETENCIES
Actively learns, demonstrates, and fosters the organizations' culture in all actions and words. Takes personal initiative and is a positive example for others to emulate.
Ability to understand the fundamental business drivers and communicate the state of business and provide strategic recommendations to management.
Proven ability to keep a big picture perspective while dealing with very detailed information.
Ability to distinguish priorities and make decisions in accordance with them
Foster Open Communications and Approachability
Positive and Constructive Attitude
Business Acumen
Process Management
Decision Quality
Problem Solving
Dealing with Ambiguity
Perspective
Ability to challenge the status quo
Work Environment and Time Requirements
• Climate-controlled office environment
• 8-hour workday
• Hybrid work schedule: Telework Monday & Friday, in office Tuesday, Wednesday, Thursday
• Variations in work volume sometimes require extended working hours or working in office on a Monday or Friday
Minimum Qualifications
• Bachelors degree or equivalent experience
• 10+ years of executive level 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.