Sr. Administrative Assistant

Job Title

Sr. Administrative Assistant to the Senior Director

International Countries

Regular Full-Time, Non-Exempt

Nashville, Tennessee International Headquarters

The Sr. Administrative Assistant shall provide support to the Senior Director through detailed communications, managing schedules, and coordination of projects, tasks, and appointments. The successful Sr. Administrative Assistant will strike a balance by combining technical skills with communication skills to continuously improve the International Countries Division with integrity for the needs of the division and the membership within the organization.

• Accountable for assisting with daily operations of International Countries Division, including schedules for the Senior Director. This includes being responsible for managing and scheduling meetings and appointments for the Senior Director of the International Division.
• Manage all aspects of travel plans for the Senior Director, maintaining information for legal and fiscal requirements as necessary.
• Manage incoming communications for the Senior Director.
• Responsible for time allocation of Senior Director, ensuring that they can meet all requirements and complete necessary administrative responsibilities.
• Apprise Senior Director of upcoming division responsibilities, projects and reports as well as completed projects. Minimize interruptions to Senior Director and redirect all distractions.
• Maintain and submit expense receipts and reports via Concur for the Senior Director.
• Create and maintain letters, reports, memos, meeting agendas as needed for the Senior Director and International Division, International Countries Committee, Working Groups and others.
• Assist Senior Director in research projects by leading the process of gathering data and research materials as requested, then creating related reports.
• Responsible for the creation, maintenance and integrity of the National Leadership Team database.
• Assist Senior Director with assigned conferences and conventions preparations including but not limited to all assigned presentation development, itinerary and travel arrangements.
• Responsible for safeguarding and handling all confidential materials while maintaining strict confidentiality regarding sensitive information.
• Responsible for logistical support, including scheduling necessary transportation, lodging, and hosting for International Countries Committee, International Directors, Regional Directors, and guests for training and meetings held at International Headquarters.
• Communicate regularly with International Countries Committee, International Directors, Regional Directors and other leaders to ensure all necessary administrative responsibilities are accounted for and accomplished.
• Responsible for development and distribution of the book of reports for the International Countries Committee and relevant sub‑committees or working groups, including preparing the bulk of the reports and directing the compilation of others. Prepare meeting minutes for the International Countries Committee and relevant sub‑committees or working groups.
• Communicate with Finance Division regarding International Countries Committee reports, and National Leadership Teams salary information or other projects as requested.
• Coordinate production of agenda, orientation and training materials used by international countries for International Convention.
• Maintain and update National Leadership Team, salary information, onboarding/offboarding, and streamline organizational structure in the database and SharePoint lists for international outreach countries.
• Manage contact information and databases for International Countries Committee, National Leadership Team and Regional Field Officers.
• Responsible for updating standard operating procedures for processes within the International Division.
• Assist with complementary materials and agenda development for Regional Field Officers, Regional Directors, National Leadership Teams annual training.
• Analyze current practices to determine efficiency and recommend improvements.

• Take and deploy meeting minutes.
• Oversee the workflow and coordination of multiple projects, tasks, deadlines.
• Manage outgoing correspondence – email, post, and telephone.
• Manage the organization, storage and retrieval of data/information.
• Field calls, emails, and written correspondence requests for Scriptures and other inquiries according to policy.
• Provide tours of TGI Headquarters to guests as scheduled.
• Participate in division team meetings.
• Perform kitchen/coffee duties as per schedule.
• Participate in daily morning staff devotions. Serve by praying and reading Scripture in support of devotion leaders on a rotating basis.
• Other duties as assigned.

• Reports To:
  
  Senior Director, International Countries Division.
• People Management Responsibility:
  None.
• Works Closely With:
  Director, IHQ Operations;
  Headquarters Staff;
  International Countries…