What are the responsibilities and job description for the Administrative Assistant position at WELLS FARGO BANK?
Do you want to use your skills and talents to make a lasting difference in the world? The Salvation Army Central Territory Headquarters is seeking a motivated and experienced professional to join our Music & Creative Arts Department as the Administrative Assistant. The Salvation Army is one of the largest charities in the United States and is an international organization based on Biblical principles created to help people in need. We are mission-driven, diverse, collaborative, and focused on positive results for people. Join our team to help support our mission by Doing the Most Good!
Central Territory Headquarters LI
The Administrative Assistant acts as the key administrative support to the Territorial Music & Creative Arts Ministries Secretary, handles various independent projects and programs, and participates as a key member of the Territorial Music & Creative Arts Ministries Department.
Supervisory Responsibility:
In collaboration with Territorial Music & Creative Arts Ministries Director, oversee summer music interns. This includes but is not limited to securing necessary work equipment (computer, key card, etc.), developing itineraries, assigning, and overseeing interns’ tasks and projects.
Assistant to the Territorial Music & Creative Arts Ministries Secretary (TMS)
- Assist TMS in organizing day-to-day administrative tasks and establishing priorities
- Maintains the TMS’ calendar, exercising considerable discretion and judgement to help prioritize the use of the TMS’ time
- Ensures the TMS’ preparedness by creating, requesting, and/or compiling background materials, briefings, itineraries, or other pertinent information
- Maintains records of decisions made and/or actions taken and initiates follow-up with concerned parties
- Anticipates key events and deadlines; integrates appropriate time and planning required to deliver positive outcomes
- Provides additional project management or support to the TMS
- Arranges meetings and conference details
- Coordinate travel arrangements and prepare expense reports.
- Coordinates details related to all administrative functions including preparing meeting agendas, supporting documentation, presentation materials, etc.
- Attends and provides support to TMS for all requested meetings. Able to record minutes and ensures that requests/comments are documented and followed through to completion as needed
General Responsibilities
- Manages the daily operations of the office including processing invoices, purchasing, contracts for signature, and maintaining the physical office space
- Coordinates meeting/event logistics, meeting materials, vehicle reservations, hotel reservations, distribution list management, room reservations, catering needs etc.
- Reserves Territorial Headquarters fleet vehicles as requested
- Establishes and documents administrative procedures
- Develop and oversee equipment requests, permissions, rentals, and returns
- Liaison and support divisional music and creative arts directors as requested. Knowledge needed to be able to field questions from divisional music and creative arts directors in the territory concerning programs, including music camps, conservatories and music schools
- Proofread various publications, emails, and other written materials as requested
- Oversee all hospitality details (airline reservations, car rentals, hotel reservations, etc.) for visiting guests
- Draft official correspondence on behalf of the Program Secretary, Chief Secretary, and/or Territorial Commander in regard to the Music & Creative Arts Ministries Department
- Attend various professional/team meetings
Library
- Obtaining pdfs of all recent Salvation Army instrumental and vocal music publications and organizing this music into digital archives
- Assist Chicago Staff Band (CSB), Central Territorial Staff Songsters (CTSS), and other territorial group librarians in preparing music for rehearsals
- Maintain the music library
- Assist in preparation of music materials for music schools and training events
Finances
- Pay invoices and process check requests
- Process and maintain records of all department invoices and petty cash transactions/reimbursements
- Responsible for the CCLI report for the Central Territory
- Process scholarship applications, approvals, and payment requests for student members of the Chicago Staff Band (CSB) and the Bill Booth Theatre Company (BBTC)
- Processing of applications, reservations, payments and confirmations for department events and conferences
- Oversee Central Music Institute (CMI) scholarship program, including donors and recipients
Events
- Provide support, management, leadership and instruction as directed for department and territorial events
- Central Music Institute (CMI) and Resonate Worship Arts Conservatory – Organize and maintain inventory of materials and equipment. Serve as on-site office manager and possible instructor of Resonate Worship Arts Conservatory and CMI
- Tournament of Roses Parade - Assist Central Territory delegates
- Supports Divisional Music Directors, supplying them with the necessary information needed
- Chicago Staff Band Sounds of the Seasons Concert – Processes concert tickets requests, donations and recording orders
Education:
High school diploma or equivalent required. Associate Degree preferred.
Experience:
Three years previous office experience. Music experience and literacy preferred (vocal and/or instrumental).
Skills/Abilities:
- Flexible and able to multi-task and accomplish multiple assignments in a timely manner, able to change direction quickly, strong verbal and written communication and interpersonal skills
- Ability to maintain a very high level of initiative, tact, judgement, and confidentiality
- Analytical skills necessary to independently formulate and execute appropriate decisions
- Superior administrative assistant skills including proficiency in various computer software applications, telecommunication devices and operating electronic office management systems. This includes Microsoft Outlook, Excel, Teams, Planner, PowerPoint, and Word
- Ability to record details of meetings and day-to-day messages for the TMS with precision and accuracy
- Demonstrated organizational skills and attention to detail to assist the TMS in organizing and prioritizing activities and to independently coordinate and follow through on details related to Salvation Army activities
- Excellent time management skills with a proven ability to meet deadlines
- Must be able to type a minimum of 50 words per minute
- Excellent ability to manage expectations and communicate with different parties on their terms
- A customer-centric focus and attitude
- Ability to demonstrate a calm, courteous, and professional demeanor under pressure when working with a variety of situations and/or people
- Must be able to smoothly handle competing priorities, a heavy workload, complex problems, and tight deadlines
- Excellent organizational skills, ability to maintain electronic and paper files, including sheet music, and extreme attention to detail
- Ability to handle communication with courtesy, maturity, and diplomacy in a variety of situations and personalities – frequently in a multi-generational context
- Thorough knowledge of Salvation Army doctrine, mission, practice, protocol, and organizational structure
- Ability to conduct the affairs of the department responsibly, efficiently and economically
- Ability to meet established Territorial Headquarters employment attendance requirements
Physical Requirements:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.
Physical requirements include good speaking, hearing and vision ability, and excellent manual dexterity. Lifting, pulling, and pushing of materials up to 40 pounds. Requires bending and walking. May stand for extended periods.
Travel:
Occasional travel for events. Longer periods of days (7-14) can be expected during the summer to possibly attend various divisional music and creative arts camps.