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Summary
You will provide executive administrative support to the Treasurer of The Mother Church and other managers in the Treasurer's Office, as well as office and operational support to the Treasurer’s Office. You will get exposure to sensitive and high priority matters of the Church and are required to have a high level of professionalism, administrative skill, initiative, flexibility, and confidentiality. You must have a solid grasp of the Mission of the Church and be actively engaged in fulfilling it. You will prayerfully support the activities of the Treasurer’s Office.
Essential Duties And Responsibilities
Executive Support to Treasurer (40%)
Calendar Management, including booking and tracking meetings; providing related materials and arranging logistics; troubleshooting schedule conflicts sometimes under time sensitive conditions; partnering with other Executive Assistants, the Manager of the Board Office, and others to coordinate meetings with Directors, Trustees, Finance Committee, coordinating managers, auditors, donors, vendors, and others.
Handles inquiries over phone, email, and in person in a timely manner, engaging staff in the appropriate department. Ensures timely resolution of all inquiries.
Reviews Bills, Letters, Board Action Memos, And Other Items Prior To Treasurer’s Review In Order To Support Streamlined Authorization Processes, Including
- Proofreading and formatting documents and department communications according to guidelines,
- Working with originators of requests to include supporting documentation and increasing clarity and transparency of requests,
- Arranging meetings if further discussions are required.
Coordinates and plans travel details for the Treasurer.
Performs tasks and coordinates activities related to special projects.
Plans and coordinates office meetings and events, partnering with the management team.
Reviews incoming correspondence, drafts letters, maintains correspondence file.
Maintains Treasurer’s files according to Records Retention File plan.
Keeps staff lists and emergency contact information up to date.
Executive Support to other Treasurer’s Office Managers (20%)
Assists with managers’ calendars; facilitates scheduling meetings, including group meetings and related support (hotels, catering, meeting space and materials); circulates documents for review and approvals; provides input and guidance on procedures; performs miscellaneous tasks and responsibilities as needed. Reviews Tallie expense reports before submitting to the Treasurer for final review. Reviews and proofreads communication, proposals, financial reports, correspondence, letters to the Field, and offer edits.
Operational support to the Treasurer’s Office (40%)
Coordinates HR activity for Treasurer’s Office, assisting with hiring, onboarding, exiting, and transferring staff; supports adherence to appropriate guidelines; coordinates and assists with special projects. Assists with the Annual Review process, partnering with HR and the management team.
Assists with donations and gift acknowledgement processing; assist with processing donor record updates
Assists with opening, sorting, scanning, routing and processing mail (including checks)
Serves as an administrator of banking system access; facilitates updating banking information (including annual “Know Your customer” requirements)
May cover other departmental operational tasks during vacations or vacancies.
Troubleshoots and responds to issues, maintaining processes and procedures, and partnering with service departments regarding:
- Technology - hardware and software requests; troubleshooting issues; ensuring smooth operation of shared equipment; maintains email distribution lists; training staff on phones, multi-function devices, electronic faxing, etc.,
- Facilities - coordinating resolution of needs and issues with HVAC, furniture, plumbing, lighting, nameplates, etc., for the Treasurer’s Office and shared areas of the Publishing House second floor
- Security - coordinating building and department access, and safety and emergency preparedness,
- Supplies - purchasing items to maintain inventory and fill requests
- Records Management - primary contact with Office of Records Management; supports compliance with Records Retention File plans and Vital Records collection
- Mailing Services - mailing, routing, and shipping support as needed in the office (and in support of remote employees); primary contact with mailroom and addresses mail delivery / scanning issues; reviews / corrects routing of scanned mail
- Business Continuity and Compliance - partners with Risk Manager to keep department plans current.
Other Duties As Assigned
STAFF MANAGEMENT AND JOB CONTACTS
Reporting Relationships
Supervision: Reports to Treasurer
Supervises: None
Regular Contacts: This position has regular contact with the Treasurer, senior management, managers, executive support staff, colleagues across organization, various committees, auditors, vendors, Church members, and the public.
Job Requirements
Education/Experience
This position requires a Bachelor’s degree and 3-5 years professional work experience.
Knowledge/Skills
Has excellent written and verbal communication, interpersonal, and problem solving skills, critical thinking and ability to work with staff, senior management, and teams across the organization with ease. Possesses the ability to observe, analyze, and use proactive reasoning to anticipate needs and discern matters of priority as well as identify issues and follow through to resolution. Demonstrates a clear understanding of the importance of confidentiality and metaphysical support. Executive administrative support skills are required.
Technology Skills
The incumbent must possess a working knowledge and facility with current office software for calendars, documents, spreadsheets, presentations, databases and technology in general as well as demonstrate a technical problem-solving thought process.
Work environment
This position works regularly in an office environment at The Mother Church.
Engagement with Christian Science
Membership in The Mother Church required; and Primary Class instruction preferred.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.