Apply on
JOB SUMMARY
This section describes the position’s basic purpose or mission.
Reporting to the Operations and Projects Manager, this position provides advanced, timely and confidential administrative and operations support to the following areas: Office of the General Secretary (OGS), Travel Meeting & Planning, Operations, Environmental Sustainability and Financial Services. Day to day duties include working with a variety of executives to schedule meetings and appointments as required, coordinate logistics and assist with projects, field office calls and provide information as necessary, coordinate travel itinerary and schedule, planning/hosting for guests and events for the OGS, processing expense statements, managing office files and documents and other special projects as assigned. These tasks and activities require regular communication with staff, external partners, business contacts and guests, which require tact diplomacy and professionalism at all times ESSENTIAL JOB FUNCTIONS This section describes up to six major elements of the job, listed in order of importance. The description includes what is done, why it is done and an estimate of the total working time the incumbent spends on each task.
ESSENTIAL JOB FUNCTIONS
- Provide administrative support for the Office of the General Secretary (i.e. General Secretary and Operations & Project Manager), Operations, Financial Services and Environmental Sustainability.
- Coordinate travel arrangements, itinerary, and meeting schedules
- Provide meeting & planning administrative support to include taking dictation and minutes accurately, managing office files and documents through efficient digital documentation and filing system, prepare handouts and other materials for meetings/events.
- Process expense reports/statements.
- Participate in monthly Staff Newsletter meetings.
- Coordinate supply inventory and place purchase order requisitions in Great Plains (GP) accounting system.
- Logistics Support for Meeting and Events Production
- Coordinate with GBGM staff, outside vendors and other business contacts to manage all logistics for internal/external meetings/trainings/events (small to medium size) and prepare for visits from dignitaries and meeting attendees.
- Ensure all logistics for these meetings are timely executed including but not limited to: reserving meeting/conference space, restaurants reservations, meeting set-up (including supplies, furniture meals and technology equipment etc.).
- Coordinate (schedules, meeting documents, special requests) with others to manage the production of successful Town Hall meetings and other organization wide events.
- Administrative support for the GBGM Worship Committee. This includes preparation for the weekly Take a Breath worship/food for the journey service and worship service for the bi-annual board of directors’ meetings.
- Performs other duties as assigned.
MAJOR ACCOUNTABILITIES
- Provide administrative assistance to the Office of the General Secretary and other program areas as
assigned.
- Adapt procedures, processes, and techniques to complete assignments in line with the unit’s activities
and goals.
- Provide hospitality to guests, visitors and meeting attendees.
EDUCATION
- Associate Degree or equivalent and progressive work experience of 4 - 6 years.
- Minimum four (4) to five (5) years of administrative secretarial experience, preferably being responsible for more than one executive at the same time.
REQUIREMENTS/OTHER SPECIALIZED KNOWLEDGE
- Significant experience planning meetings and events
- Knowledge of the operations and administration of a senior executive office.
- Proficient with Microsoft Office, including Word, Excel, PowerPoint. Social media exposure helpful.
PHYSICAL DEMANDS/WORKING CONDITIONS
- Sedentary office/computer/keyboarding/meeting work for extended periods of
time. Ability to alternate between sitting/standing.
- Occasional walking.
General Agencies of The United Methodist Church