Administrative Assistant, Executive Division

Purpose and Scope

The Administrative Assistant, Executive Division supports the Special Assistant to the Executive Director and the Executive Team at The Gideons International Headquarters. Effectively works with internal and external customers with a high level of care and confidentiality. Performs administrative tasks effectively and efficiently while modeling and utilizing excellent process management skills that help to continuously improve the services. The successful candidate will exhibit competence in the role, possess strong communication skills, confidentiality, interpersonal and organizational skills.

The Administrative Assistant, Executive Division supports the Special Assistant to the Executive Director and the Executive Team at The Gideons International Headquarters. Effectively works with internal and external customers with a high level of care and confidentiality. Performs administrative tasks effectively and efficiently while modeling and utilizing excellent process management skills that help to continuously improve the services. The successful candidate will exhibit competence in the role, possess strong communication skills, confidentiality, interpersonal and organizational skills.

• Perform advanced, varied, and confidential administrative duties requiring first-rate administrative skills.
• Fields calls, emails, and correspondence, and resolves routine issues/concerns.
• Responsible for special projects where only broad direction is available for anticipated results.
• Works closely with International Cabinet and Committees to include monitoring travel itineraries and making lodging arrangements.
• Organize meeting logistics by arranging transportation, securing reservations, coordinating dining contracts, planning menus, and ordering food, while adhering to all required break and meal procedures.
• Assist with Cabinet and committee agendas and materials including Books of Reports for meetings.
• Coordinate national and state association convention assignment information for committee action.
• Prepare the final version of meeting minutes and supporting documentation for International Cabinet and committees.
• Assemble the packets of materials provided to each cabinet member at the International Convention, i.e. Convention programs, registration information, and handouts needed for the cabinet meeting.
• Maintain listing for Bible Message and Music Director/Soloist, for past and future International Conventions for review by the Executive Committee and International Cabinet
• Ability to minimize interruptions in the Executive Division and redirect all distractions.
• Effectively manage outgoing correspondence in a timely manner – email, post and telephone
• Utilize standard protocol for the organization, storage and retrieval of data/information including the Shared Filing Center
• Update the Intranet Organizational Calendar with Cabinet and Committee meetings.
• Copy, collate and create binders for special meetings and projects.
• Other duties as assigned.

Special Assistant to the Executive Director

None

Executive Department and all TGI employees Gideon and Auxiliary membership

• Must possess excellent written, interpersonal, and verbal communication skills; problem solving techniques; analytical skills; strong interpersonal, listening, verbal, and written communication skills.
• Ability to work effectively in a diverse work group.
• Ability to use PC and widely used software packages, including Microsoft Word, Microsoft Excel and Microsoft Outlook
• Ability to learn new software, as necessary.
• Ability to communicate effectively with all members of the Headquarters staff.
• Understands that the schedule must be flexible and could be longer than planned based on the needs of the business.
• Addresses and resolve conflict directly, constructively, and confidentially. Can find common ground and get cooperation.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the…