Executive Assistant II

The Executive Assistant II position exists to provide administrative assistance and to perform highly diversified tasks requiring comprehensive knowledge of Focus on the Family policies and procedures in support of the Executive Cabinet member assigned; relieves supervisor of a wide variety of involved/complex administrative duties by specific or general authorization; utilizes a broad knowledge of the functions and general operating methods and policies of supervisor's organization and the ministry with minimal supervision;

plans/arranges own work using a wide range of procedures; assumes responsibility for general decisions; analyzes problems, recommends solutions, and follows through until resolved; refers only specific, unusual problems to supervisor.

• Assists and relieves manager of a variety of complex administrative duties; utilizes independent judgment, determining when to act for supervisor and when to refer problems for personal attention
• Screens incoming mail, both internal and external; answers or refers to other managers for appropriate distribution of those letters not requiring supervisor's personal handling; alerts supervisor of mail, which requires immediate action
• Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature
• Places, receives, screens, and refers telephone calls to appropriate personnel; responds to highly diversified inquiries from management, employees, constituents, and the public; regularly interfaces with other departments and agencies outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate
• Checks, prepares, corrects and/or summarizes reports, records, and correspondence; compiles financial, statistical, or numerical statements by collecting data, performing calculations, and verifying results
• Operates and inputs data into computer terminals, utilizing existing software; performs computer inquiries and generates computer reports
• Operates independently in absence of supervisor, calling on staff when required; assists and advises supervisor on problems, sorts correspondence, mail, and matters by order of importance and priority for immediate action upon supervisor's return
• Serves as a liaison between manager and others; follows up to ensure a timely response to projects and assignments
• Oversees special projects involving in-depth familiarity with ministry background and policy spanning more than one functional area or operating division: searches manuals, files, and records for relevant background information
• Monitors administrative assignments within the organization setting priorities for meeting deadlines and balancing supervisor's and own workloads; adjusts work schedule to meet extra demands; prioritizes tasks to complete multiple projects
• Initiates and organizes data for reports and presentations for supervisor's review; responsible for preparation of presentations, reports, charts, and graphs to be presented to any level of management
• Independently answers administrative/procedural questions relating to policy and procedure for other ministry personnel and outside callers, utilizing a comprehensive knowledge of the functions, operating methods, and practices of the organization
• Maintains supervisor's office calendar; arranges meetings with employees and constituency; establishes priorities for appointments and makes travel arrangements, both domestically and internationally
• Responds to complaints and problems of employees/constituency who have contacted supervisor's office by recording complaints and using own judgment to answer general questions; refers specific problems to supervisor or to relevant area

• Displays the ability to safeguard the ministry's integrity when handling confidential information
• May provide administrative support to other departments in specified C-level structure
• Performs other duties as assigned which may include duties of lower-level job grades

• Trains, instructs, and/or coordinates the work of other administrative personnel

• Office environment; involves sitting for extended periods of time
• Dynamic work environment that can be stressful

Exemplifies Ephesians 5:1-2, “Therefore be imitators of God as dear…