Recruiting Opportunity Closes:  02.28.2025

Hourly Wage:  $29.00

Hours Per Week:   40

Status:  Non-Exempt / Full Time

Number of Positions:  1

Position Title:  Executive Administrative Aide

Department:  Divisional Headquarters (DHQ) Executive

Supervisors:  Divisional Leaders

 

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.

Application Instructions:

Complete the online job application, upload a resume and cover letter.

To apply online go to:    Executive Administrative Aide

To apply in person go to 8495 SE Monterey Ave., Happy Valley, OR 97086.  Bring a resume and cover letter and complete the job application provided to you. Incomplete applications will not be accepted.

Questions, contact Major Vickie Harvey at vickie.harvey@usw.salvationarmy.org or call (503) 794-3299.  Major Harvey is the sole point of contact for questions regarding this position.

Recruiting Accommodation Statement:

To obtain assistance with accommodations related to the American’s with Disabilities Act (ADA) concerning your application process, please contact 1-888-887-6528 or email thq.reporting.line@usw.salvationarmy.org, attention Eric Hansen or Sheila Jordan.

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Scope of Position

The Executive Administrative Aide to the Divisional Leaders performs a wide variety of duties in a multi-tasking environment to assist and enable these executives to fulfill the requirements of their offices. The Executive Administrative Aide works independently in an environment characterized by a high degree of communication and cooperation necessary to promote effectiveness and efficiency. The Executive Administrative Aide must also participate in and support the projects and activities of the administrative section at Divisional Headquarters (DHQ), which includes the offices of the Divisional Commander and their respective organizational trees and works in a distinctly Christian environment.

Key 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.

Education and Work Experience

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.

Knowledge, Skills, and Abilities

- Administrative Skills: Proficiency in managing schedules, handling correspondence, and maintaining records.

- Communication Skills: Excellent verbal and written communication skills, with the ability to interact effectively with diverse groups of people.

- Organizational Skills: Strong organizational and time-management abilities, with a keen attention to detail.

- Technological Proficiency: Competency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Publisher) and database and financial management systems.

- Problem-Solving Skills: Ability to anticipate needs, solve problems independently, and handle multiple tasks simultaneously in a fast-paced environment.

- Interpersonal Skills: Strong interpersonal skills with a cooperative and team-oriented attitude.

- Confidentiality: Ability to handle sensitive information with the highest level of discretion and confidentiality with protection and discretion.

- Mission Alignment: Commitment to The Salvation Army's mission and the ability to support and promote its values.

Essential Duties

-Answer telephones. Check voicemail. Route phone calls or take and deliver messages. Return phone calls as needed in relation to job duties. Serves as the primary contact for the positions they support. Respond in a timely manner and to all inquiries.

-Greet, screen, and direct visitors and guests with hospitality and respect.

-Receive mail directed to the Divisional Leaders office.

-Read and process all Salvation Army business-related emails daily, routing as appropriate to supervisors or other individuals who can best respond promptly.

- Facilitate a timely response to all inquiries, correspondence, etc. This occurs during the supervisor’s absence and does not require their personal attention or response.

- Act as a liaison with other departments. Serve as the primary contact as authorized generally, or for specific tasks and projects, and to resolve issues.

- Maintain a timely and effective bring-up, schedule, various daily process folders, document tracking, and expensed items documentation system.

- Maintain directory systems, e.g., physical addresses, telephone numbers, email addresses, and groups, as well as birthdays, anniversaries, and children, as directed.

- Manage appointment schedules and calendars, schedule in-person and virtual meetings, and, as requested to attend, take notes, and produce minutes.

- Work independently and within a team on various projects, programs, meetings, conferences, and events, taking the lead on tasks such as budgeting, securing event spaces, scheduling, and coordinating presentations. Additionally, manage mailings, promotions, participant registrations, and ensure billing accuracy.

- Coordinate hospitality for incoming guests and dignitaries by arranging suitable lodging, transportation, and meals, preparing activity briefs/ schedules and welcome gifts.

- Coordinate travel arrangements for supervisors.

- May include travel and overnight stay including weekends for events, trainings, conferences, seminars, etc. as related to the position. Travel may involve airplane or long-distance vehicle rides.

- Prepare department receipts, invoices, and billings for the Finance Department in a timely and accurate manner.

- Keep track of office supplies to ensure adequate inventory on hand. Place order as needed. Responsible for color copier supplies, maintenance, and repair.

- Keep assigned work and common areas neat, clean, and safe.

- Preserve confidentiality regarding the business and conduct of company business, financials, and personal information. This position has access to confidential and private information. It is essential that confidentiality and privacy be observed.

Routine and Seasonal Work Projects

Officer Furlough – routinely Pastoral Care – routinely Retired Officers – routinely Staff Meeting – monthly Corps Reviews – annually Divisional Review – annually Lieutenant Foundations Seminar – annually Ministry Development Plan (MDP) – annually Officers’ Councils – annually Officers' Orientation – annually Miscellaneous: routinely Remembrances, e.g., flowers, cards, gifts

Physical Requirements

- Ability to sit, stand, kneel, crouch, reach, push, talk, hear, do repetitive motion, and walk for extended periods.

- Ability to lift and move items up to 40 pounds.

- Regular and punctual attendance.

Employment Requirements

- Must pass a background check.

- Commitment to the mission of The Salvation Army and the ability to support its mission in your role.

- Driver’s License

- Complete Salvation Army’s Driver Education within 30 days of hire.

The Salvation Army is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or any other characteristic protected by law.