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About Shiloh Administrative Staff

Shiloh Administrative Staff (SAS), under the leadership of the Church Administrative Officer, manages, rents and maintains the facilities/properties. This includes monitoring the buildings to provide safe and pleasant conditions. SAS maintains member and congregant records. SAS ensures adherence to local, state and federal regulation. Finally, SAS is responsible for the accounting functions of the church and its related entities. This includes providing interim financial statements and facilitating the annual audit process which results in the issuance of the audited financial statement. The accounting functions implicit in the preparation of financial statements, such as disbursements and income allocation, are also under the preview of SAS.

About the Executive Assistant to the Church Administrative Officer

SAS seeks an experienced Executive Assistant to the Church Administrative Officer (CAO). The Executive Assistant to the Church Administrative Officer works closely with the CAO, the Facilities Manager, and the Accounting Office to provide crucial administrative support, project management of discrete projects, and thought partnership for a dynamic office. SAS is dedicated to providing stellar services to the stakeholders of Shiloh Baptist Church. SAS works closely to support each other to ensure seamless operations.

The ideal candidate will have a positive approach and the ability to learn quickly. The individual must be able to work efficiently and under pressure at times, handling a wide range of activities and confidential matters with discretion. This is an ideal opportunity for a high-energy Professional who is detail-oriented and enjoys working collaboratively in a fast-paced environment. The Executive Assistant will be forward-facing with members of the community and should embrace the nuances of interpersonal communication across many constituencies.

The Executive Assistant is a key partner within the SAS. The Executive Assistant must be highly organized and have the ability to think critically and offer solutions to problems with a high level of professionalism. Based on the nature of the work and the office, the Executive Assistant is entrusted with confidential and sensitive information, requiring discretion and sound judgment.

RESPONSIBILITIES

• Support the Church Administrative Officer, the Facilities Manager, and the Accounting Staff in all operational and ministerial areas to ensure the continued smooth operation of the church.
• Serve as the primary "gatekeeper" for internal and external constituencies on all matters pertaining to the Church Administrative Officer’s Office, including those of a highly confidential nature.
• Provide administrative support to the Church Administrative Officer, the Facilities Manager, and the Accounting Staff, including:
• Manage the calendars by prioritizing a strategic schedule of appointments with good judgment and discretion. This includes keeping the Church Administrative Officer on schedule throughout the day, scheduling meetings, distributing reminders, and ensuring that the Church Administrative Officer is prepared for meetings with relevant documents, materials, and planning time.
• Draft, proofread, and format documents and correspondence from the CAO.
• Ensuring that materials and necessary preparations are in place for early meetings such as board meetings.
• Collect, review and merge reports from senior level staff for presentation by CAO at monthly, quarterly, and ad hoc meetings.
• Answer, screen, and route phone calls as appropriate.
• Manage and respond to appropriate outreaches on behalf of the CAO.
• Manage the expense reconciliation for the CAO’s corporate card.
• Coordinate travel, hotel, and conference registrations for the CAO.

• Support and assist with the coordination of logistics and planning (to include room set-up, meals, technology needs, and materials) for board, board committee, leadership, and staff meetings, including retreats, special annual and seasonal events (e.g., annual faculty and staff parties, new faculty & staff welcome events, other major events, etc.)
• Maintain a proactive approach to anticipating the needs of the CAO including the preparation for and scheduling of all activities.
• Collect time sheets every other week and review for accuracy and compliance. Tally hours and ensure appropriate leave request and pertinent documentation accompany the payroll processing submissions.
• Monitor company and departmental voicemails.
• Respond to stakeholder inquiries.
• Ensure timely processing of mail.
• Serve as a welcoming, discrete and effective representative of the CAO’s office, which includes greeting guests, supporting the various special, sending sympathy and congratulatory messages and gifts, etc.
• Assist with ad hoc projects, as needed.

SKILLS & COMPETENCIES

• High level of computer proficiency; working knowledge of Office Suite (especially Word and Excel), Adobe Acrobat Pro, etc. as well as interest and ability to learn new technology platforms and systems. Church Management Software proficiency is preferred, but not necessary
• Prior experience as an administrative assistant to a high-level executive is preferred
• Bachelor's degree preferred, but not required
• Excellent organizational skills with a keen eye for detail, impeccable follow-up skills, and the ability to manage multiple competing priorities
• Flexible, responsible, and resourceful, with strong time-management skills
• Demonstrated ability to maintain confidentiality and use discretion
• Professional demeanor, welcoming disposition, sense of humor, and positive attitude
• Strong written and oral communications skills
• Ability to work independently and creatively within established guidelines
• Timely email and calendar management, including responding to all meeting invitations and independently resolving scheduling conflicts
• Efficiently support the goals of the church and SAS in a variety of unanticipated ways
• Collaborate with colleagues and constituencies from across the church and community
• Demonstrated ability as a self-starter with interest in managing multiple projects simultaneously, and the ability to prioritize competing responsibilities to meet deadlines
• Ability and willingness to occasionally work outside of the workday or work week for special programs, events, and meetings is required.
• Ability to think outside of the box with a sense of urgency
• Commitment to excellence - perform duties at the highest level possible on a consistent basis
• Commitment to working in and fostering an inclusive community;
• Serve as a reliable and trusted partner with high integrity;
• Contribute positively to the overall morale of the SAS.

COVID-Related Job Requirements

Please be informed that, for all new applicants to job opportunities at Shiloh Baptist, the District vaccination requirement against COVID-19 is in effect. If hired, individuals must be vaccinated before reporting for duty, unless they have been granted an exemption from such vaccination pursuant to, and are compliant with the requirements of, Section IV of the District's Order.

Americans with Disability Specifications

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.

The noise level in the work environment is usually moderate.

PLEASE DO NOT VISIT OUR OFFICE FOR CONSIDERATION.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

COVID-19 considerations:
COVID-Related Job Requirements

Please be informed that, for all new applicants to job opportunities at Shiloh Baptist, the District vaccination requirement against COVID-19 is in effect. If hired, individuals must be vaccinated before reporting for duty,

Ability to commute/relocate:

• Washington, DC 20001: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 5 years (Preferred)
• Microsoft Powerpoint: 10 years (Preferred)

Work Location: One location

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