Executive Administrative Assistant to the Divisional Chief of Finance Director

THE SALVATION ARMY

NORTH & CENTRAL ILLINOIS DIVISION

Divisional Headquarters

JOB DESCRIPTION

JOBTITLE: Executive Administrative Assistant

LOCATION/DEPT: Divisional Headquarters - Finance

REPORTS TO (TITLE): Divisional Chief Finance Director

FLSA CATEGORY: Exempt

STATUS TYPE: RFT

PAY GROUP: 407

PAY RANGE: $58,656-$70,387

WHO WE ARE

At The Salvation Army, we are dedicated to "Doing the Most Good." We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for youth after school and on the weekends achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

JOB SUMMARY

The Executive Assistant's role is to aid the Divisional Chief Finance Director (CFO) in running the Finance Department in a smooth and efficient manner. This includes acting as the Divisional Chief Finance Director private and confidential assistant. As a result, the North & Central Illinois Division is able to meet its objectives and the full mission of The Salvation Army.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manages the CFO's busy calendar and daily schedule.
• Schedules and supports internal and external meetings for the CFO by sending meeting invites; developing agendas; tracking attendance; and managing logistics (e.g., booking and setting up rooms, technology, and catering) as needed. This includes the Divisional Finance Board (DFB) and the Finance Committee of the Chicago Advisory Board.
• Drafts, edits, and/or manages design and production of presentation materials and documents, including PowerPoint decks.
• Prepare written communications and correspondence on behalf of CFO, including research as required.
• Uploads DFB agenda items to TSAMM.
• Assist in administering TSAMM as directed by the CFO in required follow-up approvals and next steps.
• Facilitate monthly corporate credit card expense reports, invoices, contracts, check requests and other documents requiring CFO approval.
• This position may require occasional travel with the Division.
• Manage Finance Team calendar(s) for team commitments, events, birthdays, anniversaries and time away from the office.
• Manage Finance Team storage in collaboration with the Facilities Director to ensure protocol is followed for sending, retrieving and destructing off-site storage items in accordance with policy.
• Serve as Finance lead in sorting and coordinating incoming mail for Divisional Headquarters in collaboration with Advancement and mail-room staff.
• Manage multiple tasks/projects with efficiency
• Other Duties as assigned.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

Education:

Bachelor's degree in human services, business management or related degree preferred; significant related experience may be considered in lieu of a degree.

Experience:

A minimum of five years of professional administrative support experience required. Strong communication and written skills are necessary with the professional expectations of this position.

Proficiency in computer software applications, including demonstrated experience in using email, MS Office applications.

Executive Assistant Environment

This position requires a high degree of tact, diplomacy, judgment and confidentiality in dealing with other departments and officers within the Division. This position must have communication skills and abilities to work independently with members of the Divisional Finance Board, Divisional Leadership Team, Officers and external board members on any given day. Due to the changing nature of the Office, duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

REPORTING RELATIONSHIPS

This position reports to the Divisional Chief Finance Director of the North and Central Illinois Division.

In contacts related to this position's duties, this individual acts as a representative of The Salvation Army and its mission.

PERFORMANCE MEASURES

This individual will be evaluated on how effectively the outcomes of this position are achieved, as well as the timeliness and accuracy of accomplishing assigned goals. An evaluation of how effectively service is provided will be done.

COMPETENCIES:

• Willing to promote the mission of The Salvation Army.
• The demonstrated ability to respect confidentiality.
• Excellent interpersonal skills.
• Professional demeanor with a high degree of tact and diplomacy.
• A communication and personal style that is responsive, as well as fosters team relationships, and effectively communicates information.
• An excellent understanding of the Army's history, mission, and structure, as well as its services, policies and procedures.
• Excellent verbal and written communication skills.
• A positive attitude and the ability to be flexible in light of changing job situations/priorities.
• A high level of competency in office management and administration.

JOB LIMITATIONS

• In conducting the duties of this position, this individual will accurately represent the mission and teachings of the Salvation Army.
• The individual will keep the Divisional Chief Finance Director informed of all critical issues relating to their area of responsibility.
• This individual will only commit Army resources that have been allocated or approved.
• This individual will adhere to all policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIROMENT

• This position is required to do moderate physical work.
• In order to successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment and a PC.
• The work environment for this position includes an office environment with a low noise level.

• Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors. This would include but not be limited to such actions: resolution of conflicts in a positive manner; courteous treatment of staff, clients and visitors; respect of others' property and person, professional and appropriate communication to and about co-workers, supervisors and subordinates. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

THE SALVATION ARMY MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.