Qualifications: Required Minimum high school diploma or GED. 4-plus years of experience as an executive assistant, personal assistant, administrative office management or similar role. 4-plus years of experience in clerical processes or as an administrative assistant. 4-years of professional experience with multi-line telephone system. Associate’s degree, professional certification or 7-plus year of experience may count in place of degree. Proficient knowledge and experience using Microsoft Office. Professional attitude and appearance. Proficient in current technology. Excellent verbal, written communication and reading comprehension. Excellent interpersonal and customer service. Maintain a valid Arizona Driver’s License and must have a clean driving record. Bilingual English/Spanish a plus. Must be evangelical Christian, living a life dedicated to Christ, and be an instrument of God’s love, grace, hope, and forgiveness to all.
Essential Experience, Skills and Competencies include but are not limited to: Self-Motivated. Proficient problem-solving, critical thinking and decision-making. Information gathering and monitoring. Adaptability and flexibility. A team player. Strong ability to execute work with a diverse, loving grace filled, compassionate and professional lens. Ability to complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. Able to maintain a high level of integrity and discretion in handling confidential information. Master at organization and time management. Strategic planning, prioritizing and multi-tasking. Anticipates needs and pays attention to all details and accuracy. Knowledge with office equipment such as copy/fax machine, postage machine, etc.
Physical Demands: Requires frequent sitting, standing, and walking; and lifting, carrying, pushing, and/or pulling objects weighing up to 50 pounds. Extended computer screen time.
Mental Demands: The population we serve is typically in crisis. This can cause emotional stress and compassion fatigue. GRM highly promotes employee self-care.
Employment Status: Full-time 40 hours per week nonexempt; eligible for benefits and paid time off
Monday – Friday, 8am to 4:30PM, occasional flexibility.
Reports to: Chief Executive Officer (CEO)
Responsibilities & Duties
The Executive Assistant provides executive level administrative support to the CEO first and foremost, then to the Executive Team in addition to managing and supervising the Administrative Office and employee. Responsibilities which consist of and require high level of organizational skills, confidentiality and discretion and attention to detail. This position is also a first impressions of the Executive Team and first point of contact to visitors, guests, donors, dignitaries and the general public; providing hospitality to all guests and help to create a welcoming environment.
CEO SUPPORT
- Answers and directs all incoming calls
- Welcome all scheduled and unscheduled visitors, guests, donors and dignitaries
- Provide professional calendar management
- Serve as primary point of contact for internal and external visitors, guests, donors, dignitaries and the general public
- Prepare presentation material as directed
- Prepare all mailings
- Maintain an organized filing system
- Coordinate meetings and teleconferences including location, food and set-up
- Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff and visitors
- Organize and sort through mail, internal and external
- Manage boardroom reservations and organize all aspects for meetings when requested
- Manage emails daily and respond to emails on behalf of the CEO
- Coordinate and schedule weekly executive staff meetings, monthly leadership meetings and quarterly staff meetings
- Supervise Board and Leadership birthday calendar, gifts and lunches as requested by CEO
EXECUTIVE TEAM
- Acting as the point of contact among executives, employees, guests, visitors and other partners as needed. Manage information flow in a timely and accurate manner as needed. Manage executives’ calendars and set up meetings as needed. Format information for internal and external communication – memos, emails, presentations, reports, correspondence as needed. Work with Executive Team to coordinate the CEO’s activities.
ADMINISRATIVE OFFICE
- Manage, supervisor and back-up to the Executive Receptionist
- Welcome, host and direct administrative office visitors, walk-ins, phone call donors and donations
- Proficiently and properly use telephone etiquette with integrity, respect, compassion and clarity
- Proficiently and accurately transfer calls to appropriate personnel
- Take messages when appropriate personnel are not available
- Serve as point of contact for queries or complaints
- Manage conference room reservations and organize all aspects for meetings when requested
- Assist with and organize GRM meetings, events or conferences
- Reserve and schedule transport and accommodations as needed
- Maintain the administrative office waiting area/reception, staff offices, conference room, boardroom, business center, staff lounge, office/storage closet, and any other areas of the administrative office as attention is required
- Purchase, replenish and track office orders such as but not limited to snacks/drinks, specialist items, letterhead, business cards, printer supplies, paper and office furniture/supplies
- Troubleshoot the receptionist phone equipment problems with the IT Team and serve as point of contact for the receptionist phone equipment
- Direct and/or assist equipment operation, postage machine, copying/printing projects, mailing preparation, etc.
- Sort all GRM mail, place in administrative mail boxes and notify staff regarding mail pick up for appropriate department
- Coordinate the pick-up and delivery of all mail services (FedEx, UPS, etc.)
- Deliver outgoing mail to the post office when necessary
- Coordinate with Maintenance and Facilities Team concerning office needs and/or janitorial schedule
- Light sweeping, mopping and disposing of trash when necessary
- Attend professional training and networking opportunities as directed
- Attend staff meetings when directed
- Other duties as assigned
Gospel Rescue Mission is a 501 (c)(3) not-for-profit religious organization that provides social service programs to the homeless and working poor populations. Everything we do in this ministry should be centered in the will of God and in honoring the name of Jesus Christ.
Employees of Gospel Rescue Mission Choose To Participate in our Grace Based Environment by:
- Role modeling Christ-like attributes and values through our personal actions, words, and attitudes.
- Maintaining a safe, transparent, and healing environment that is based on Grace, Truth, and Love, and encourages trust and authenticity without fear.
- Embracing the accountability process, that leads to self-evaluation personally and for guests.
- Teaching and mentoring guests in every opportunity by using Biblical precepts.
- Building healthy, loving, and compassionate relationships with guests, and staff while establishing healthy and safe boundaries.
- Maintaining a personal lifestyle of integrity, honesty, and responsibility.
- Praying with guests, and staff.
- Agreeing in principle and in practice with the statements of Vision, Mission and Values of the Gospel Rescue Mission of Tucson.
It is the policy of Gospel Rescue Mission to complete a background check, drug test and motor vehicle authorization on applicants in the conditional offer stage.