Executive Administrative Aide-3

$56,160 - $56,160/Yr

The Salvation Army - Happy Valley, OR

Full-time - Entry Level

Happy Valley, OR

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Administrative Aide to the Divisional Leaders plays a crucial role in providing comprehensive administrative support within a dynamic and multi-tasking environment. This position is essential for enabling the Divisional Leaders to fulfill their responsibilities effectively. The Executive Administrative Aide operates independently while fostering a high degree of communication and cooperation among various stakeholders, which is vital for promoting organizational effectiveness and efficiency. The role requires participation in and support for the projects and activities of the administrative section at Divisional Headquarters (DHQ), which includes the offices of the Divisional Commander and their respective organizational structures. The work environment is distinctly Christian, aligning with the mission of The Salvation Army, which emphasizes service to others without discrimination. In this role, the Executive Administrative Aide will manage a variety of tasks that include scheduling meetings, coordinating travel arrangements, and preparing correspondence and reports. The position demands a high level of discretion as it involves handling confidential information and sensitive documents. The Aide will also facilitate communication between the Divisional Commander and both internal and external stakeholders, ensuring that all inquiries are addressed promptly and effectively. Additionally, the Aide will be responsible for organizing and maintaining both electronic and paper filing systems, assisting in the planning and coordination of divisional events, and supporting the administrative section's projects to align with divisional goals and objectives. The Executive Administrative Aide must possess strong organizational skills, excellent communication abilities, and a commitment to the mission of The Salvation Army. This position is not only about administrative tasks but also about embodying the values of the organization and contributing to its mission of meeting human needs in the name of Jesus Christ.

Responsibilities

• Provide comprehensive administrative support to the Divisional Commander, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents as required.
• Handle confidential information with discretion and ensure the secure management of sensitive documents.
• Facilitate communication between the Divisional Commander and other internal and external stakeholders.
• Organize and maintain electronic and paper filing systems.
• Assist in planning and coordinating divisional events, meetings, and conferences.
• Maintain and update contact lists, databases, and other administrative systems.
• Maintain calendars and provide schedule information.
• Respond to inquiries and provide information about The Salvation Army's programs and services.
• Support the administrative section's projects and activities, ensuring alignment with divisional goals and objectives.
• Draft and prepare documents from written drafts or verbal directions, including memos, emails, form letters, individual letters, and more.
• Proofread copy for spelling, grammar, and format, making appropriate changes as necessary.
• Ensure the accuracy and clarity of the final copy for all documentation.
• Establish, develop, maintain, and update paper and electronic filing systems that efficiently meet the supervisor's office's information retrieval and archiving requirements.
• Perform other related duties as assigned by the Divisional Leaders.

Requirements

• Preferred: Bachelor of Arts Degree from an accredited college or university.
• Alternative: Two years of work experience may be considered in lieu of one year of college or university education.
• Proficiency in managing schedules, handling correspondence, and maintaining records.
• Excellent verbal and written communication skills, with the ability to interact effectively with diverse groups of people.
• Strong organizational and time-management abilities, with a keen attention to detail.
• Competency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and database and financial management systems.
• Ability to anticipate needs, solve problems independently, and handle multiple tasks simultaneously in a fast-paced environment.
• Strong interpersonal skills with a cooperative and team-oriented attitude.
• Ability to handle sensitive information with the highest level of discretion and confidentiality with protection and discretion.
• Commitment to The Salvation Army's mission and the ability to support and promote its values.