Development Administrative Assistant

Overview:Mission Statement:

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Purpose: The Administrative Assistant will support the department’s day to day operations with personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to executive’s working life and communication.Responsibilities: Summary: Support consists of a broad range of administrative duties including, but not limited to, planning and organizing meetings; adding committee and board information to Advisory Board web page, coordinating travel arrangements; coordinating multiple calendars; typing correspondence, setting up Zoom meetings, inputting donor data into the Salesforce CRM, memos, forms, reports, and meeting minutes; gives information to callers; takes dictation; relieves directors of clerical work and minor administrative and business detail; preparing presentations; and, coordination and training of other administrative support staff.
Primary Duties and Responsibilities:

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  Answer, take messages and direct incoming calls, in a professional manner for development directors.
• Coordinate and oversee the flow of mail to development directors responding to basic requests.
• Maintain diary, arrange meetings and appointments, and provide reminders.
• Take dictation and minutes and accurately enter data.
• Enter donor information into the Salesforce CRM.
• Correspond on behalf of directors and other staff when approved by the Executive Director of Development.
• Send special thank you letters on behalf of Development Directors and Divisional Commander for all $500+ gifts.
• Maintain files, sort and distribute mail, and maintain office supplies.
• Maintain copiers, scanners and printers corresponding with IT when necessary.
• Maintain the list of office numbers and business contacts.
• Monitor office supplies and research advantageous deals and suppliers.
• Produce reports, presentations and briefs.
• Develop and carry out an efficient documentation and filing system.
• Coordinate department/office mailings, this does not include direct mail department mailings.
• Assist in the administration of DFB correspondence, requisition orders, purchase requests.
• Coordinate all correspondence for the PR & Development Committee.
• Assist with the Advisory Board and Advisory Board Committee correspondence when necessary.
• Add PR & Development Committee meeting information onto the Board website.
• Schedule conference rooms for both in person attendance and via Zoom and monitor proper set up for meetings.
• Process requests from other development supervisors.
• Perform other duties as assigned.

Qualifications: Candidates must have a minimum of 5 years of experience with superior computer, communication, and grammatical skills, be proactive, keep confidential information when necessary, interact professionally with staff at all levels, be able to problem solve and maintain a respectful and personable presence. Must be detail oriented.
Education/Experience: Candidates must have a minimum of 5 years of experience and a High School degree. Experience as a personal assistant or a four-year degree is a plus. Computer Skills: Excellent knowledge of MS Office and experience with database management software.

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  Reasoning Ability: Must show the ability to prioritize workload and redirect efforts frequently. Must be able to set goals and achieve objectives with excellent organizational skills with little to no supervision.
• Certificates and Licenses: Must be proficient in Microsoft Suite. Salesforce experience is a plus.
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
• In addition: Must be highly organized, motivated, a self starter with the ability to multi-task, be creative.

From time-to-time duties and responsibilities that are not outlined in this job description may be added, deleted or changed at any time at the discretion of the Accounting Manager.