Executive Assistant to the Divisional Director of Development - Hawaii Headquarters

Department : Development

Position Title : Executive Assistant to the Divisional Director of Development

Supervisor : Divisional Director of Development

FLSA Status : Exempt, Full-time

Estimated annual pay from $50,000 to $55,000.

JOB SUMMARY :

Qualifications, skills, and all relevant experience needed for this role can be found in the full description below.

The Executive Assistant is responsible for providing day to day administrative support to the Divisional Director of Development.

The Executive Assistant must possess strong organizational skills with a keen eye for detail. The Executive Assistant must be flexible and able to handle multiple priorities simultaneously, have good judgment, be able to work independently or with little supervision, be self-motivated, able to set priorities and apply excellent time management skills.

ESSENTIAL QUALIFICATIONS :

• Must embrace, support, and always reflect well on The Salvation Army's mission and values through one's professional responsibilities and behavior.
• Some college or post-secondary education required. College degree preferred.
• Minimum 2-year experience as an administrative assistant.
• Project oversight and development experience preferred.
• Effective interpersonal, conversational and presentation skills, demonstrating emotional intelligence, situational awareness, excellent writing abilities and strong case development.
• The selected individual should enjoy problem solving, think strategically and creatively, be able to anticipate DDOD needs and take initiative with good follow through.
• Mission-minded team player, with an ability to collaborate effectively with officers, staff, and volunteers for successful achievements of position and department goals.
• Able to work independently in a fast-paced environment and possess excellent documentation skills.
• Must be highly organized and able to effectively manage multiple projects and competing priorities with professionalism and grace.

ESSENTIAL FUNCTIONS :

General Duties & Responsibilities

• Corresponds on behalf of Divisional Director of Development (DDOD) with internal TSA executives, program directors and external constituents, including advisory board, government entities, foundations, funders and dignitaries.
• Conserves Divisional Director of Development's (DDOD) time by reading, researching, and routing correspondence; drafting letters and documents;

collecting and analyzing information; initiating telecommunications.

• Maintains Divisional Director of Development's (DDOD) appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• 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.
• Maintains staff confidence and protects operations by keeping information confidential.
• Oversees all communications with advisory board and committees, prepares agendas, minutes, and other items as needed. Works in collaboration with Development Coordinator in planning and executing of all meetings and events.
• Completes administrative duties as needed including mail processing, 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 database backups.
• Provides historical reference by developing and utilizing filing (hard copies / electronic) and retrieval systems, recording meeting discussions.
• Oversees in collaboration with Administrative Assistant the office supplies and marketing inventory by checking stock to determine inventory level, anticipating needed supplies;

evaluating new office and marketing 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 expense 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.
• Develops and maintains a strong working knowledge of the different Corps and various programs throughout the Division to understand operations and better assist with communications and support.
• Plans and participates in staff meetings and development activities.
• Performs other duties as directed by supervisor.

OTHER REQUIREMENTS / TECHNICAL KNOWLEDGE :

• Valid Hawaii driver's license required.
• Travel off-island as necessary.
• Computer proficiency, including Microsoft Office Suite and familiarity with donor management software and email applications.

Must have ability to learn Salvation Army Software to include but not limited to : Portfolio, Shelby, TSAMM, WellSky and HMIS.

J-18808-Ljbffr