Admin Assistant 3

The purpose of this role is to assist in the work of salvation and exaltation by providing individual contributor, senior level administrative support to one or more leader and/or one or more functional team or work group. The number of level 3 Administrative Assistant positions in each department or area should be directly tied to the amount of senior level, complex administrative work needed by the business.

Employees at this level work under minimal supervision and handle complex issues and problems that require comprehensive working knowledge and independent non-routine decision making using initiative, originality, ingenuity, and sound judgment.

Responsibilities

Typical responsibilities include but are not limited to:

Leadership Support

• Support two to three department directors
• Monitor inboxes and calendars for conflicts and meeting requests to an agreed-to level
• Proactively anticipate future needs and make recommendations
• Manage receipts and complete expense reports

Team Meetings

• Schedule small- and large-group meetings
• Prepare agendas and materials and coordinate room reservations
• Coordinate and pick up food orders
• Record meeting minutes and track and follow up on action items
• Assign prayers and spiritual thoughts for weekly devotionals
• Serve as a general resource for team members and others

Travel and Events

• Arrange flights, lodging, meals, and ground transportation for individuals and groups
• Prepare itineraries
• Plan meetings, conferences, and team events, including venues, room layouts, A/V, speakers and presenters, meals, and breaks
• Book COB access, parking, and local hosting activities
• Coordinate registrations, approvals, and reporting

Administrative Assistant Team

• Collaborate as a member of the administrative assistant team
• Answer the general MFD phone line and direct calls
• Sort and distribute applicable mail
• Help maintain shared reference materials and procedures, including OneNote and SharePoint
• Support office resiliency and emergency response activities

Communication Support

• Help monitor a shared Outlook inbox and route feedback and requests
• Help plan and execute department-wide All-Hands Meetings and Christmas Devotionals
• Gather and prepare monthly content for in-office digital displays
• Gather and prepare content for department-wide communications, events, and newsletters
• Use Dynamics 365 to help manage distribution lists and prepare and send certain communications
• Help maintain SharePoint sites, including organizational chart pages

Required:

• High School Diploma or equivalent
• 4 years administrative or related experience
• Comprehensive administrative support working knowledge

Key Skills include the ability to:

• Communicate professionally in writing and verbally.
• Utilize Microsoft Office and other software at an advanced level to schedule appointments, create and perform analysis on spreadsheets, prepare presentations, take notes and minutes, and create and update word documents.
• Provide advanced research, analytical, and data summation support.
• Proactively anticipate needs and think strategically
• Take standard processes and procedures and adapt to address complex problems and find less obvious solutions
• Problem solve and resolve complex conflict and problems through sound decision making
• Organize and prioritize work and needs
• Coordinate projects and events effectively
• Operate and maintain standard office equipment.
• Interact and work with others in a productive and professional way.
• Work with discretion, confidentiality, and integrity
• Train, mentor, and lead the work of others
• To successfully perform the essential functions of the job there may be physical requirements which need to be met such as sitting for long periods of time, moving about the office to deliver mail and other items, and using computer monitors/equipment.

Preferred:

• Bachelor's Degree
• Broad knowledge of the organization's structure, functions, and key personnel