Executive Administrative Assistant
Job Details
Washington Conference of SDA - Federal Way, WA
Full-Time/Part-Time
Description

 

Position Summary:  Performs diverse office and or secretarial duties for the administrative office of the Washington Conference.  Assist in designated administrative duties using initiative and sound judgment.  Will produce and work with correspondence and records of a complex and highly confidential nature.  Requires high level of technical (well-developed keyboard/computer, etc.) skills, high levels of tact, friendliness, customer service and other aspects of strongly developed interpersonal skills plus proven organization skills.

Authority, Accountability:  Authority as designated by the supervisors.  Work is performed with limited supervision.  Respond to the needs of three administrators.  There are specific guidelines to follow; however, the work requires the ability to carry out duties and meet deadlines independently.  On occasion, may supervise other secretaries or temporary workers.

Essential Job Functions:

Maintain well organized office, often in the absence of supervisor, with efficient filing system.

  • Schedule and maintain daily calendar of supervisors; makes travel and lodging arrangements as required.
  • Screen telephone calls - responds to routine/non-routine inquiries and refers complex or unusual inquiries to supervisor or to appropriate offices.
  • Process incoming mail-opening, dating, sorting.
  • Produce professional correspondence or other written material.
  • Process all routine purchase orders, check requests, and travel authorizations.
  • Reconcile credit card on a monthly basis.
  • Assist supervisor in preparation of various committee agendas, performs recording secretary functions for committees.  Includes taking and producing minutes for supervisor review, following the standardized notification process of committee actions.  Indexes minutes, files office copies and distributes copies to committee members.
  • Serve as custodian of minutes, documents and records of the administration office and is able to retrieve the same as needed.
  • Assist supervisor in preparing reports, special projects, etc as needed.
  • Plan and organize social activities when desired and approved.
  • Carry much of the office responsibilities when the supervisors are gone or in meetings.
  • Under the direction of  the Vice President for Administration, be involved in planning and preparation of the annual Camp Meeting including lodging for speakers, class scheduling, and other tasks.
  • Under the direction of  the Vice President for Administration, be involved in planning and preparation of Constituency Session.
  • Front desk coverage as assigned by HR department.
  • Perform other work related duties as assigned by supervisors.

Qualifications/Requirements

  • Education:
  • Secretarial related degree or equivalent experience recommended.
  • Membership in a local, Washington Conference church
  • A Seventh-day Adventist member in good standing who has extensive knowledge of the practices and beliefs of the Seventh-day Adventist church
  • Must be willing to contribute tithes and offerings to the local church
  • Competencies (skills and personal characteristics that an individual should possess to be successful in this position)
  • Ability to carry out duties and meet deadlines independently.
  • Requires high level of technical (well-developed keyboard/computer, Microsoft office, Google docs, etc.) skills, confidentiality, high levels of tact, friendliness, customer service and other aspects of strongly developed interpersonal skills plus proven organization skills.
  • Effectively communicate with written, visual and verbal skills
  • Establish and maintain cooperative and effective working relationships with others
  • Solve problems proactively
  • Maintain confidential information appropriately and exercise good judgment when communicating to the public
  • Work independently with little direction
  • Adaptable and able to evaluate priorities. 
  • Ability to perform secretarial and support duties with speed and accuracy without constant supervision. 
  • Must be creative in writing letters and in the handling of office affairs, both regular and special.
  • Knowledge of up to date office procedures such as office equipment, telephone techniques and filing and the English language.
  •  Must be able to facilitate good communication with all who are in contact with the office.
  • Ability to work on deadlines both independently and as part of a team

 

 

 

 

PHYSICAL REQUIREMENTS:

Must be able to read, speak and hear.  Must be able to effectively communicate both orally and in writing.  Some standing, walking, bending, kneeling, carrying of light items, etc. required. 

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