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Homes Of Promise

Senior Executive Assistant/Office Manager for Christian Recovery Home Ministry

Homes Of Promise
Pomona, California, United States

Date Posted: 01/13/2017
Categories: Administrative
Job Type: Full-Time

Job Description:
We are looking for a competent Administrative Assistant to help with the organization and running of the daily administrative operations of our organization.
We provide a safe, sober and Christ-centered housing environment for men in recovery. We utilize the Celebrate Recovery® program a time-tested, Christian 12-step program founded through Saddleback Church in Lake Forest, California.

The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.
This candidate will have a passionate heart to see the lives of men in recovery changed through our faith based organization and it’s philosophy.

• Checking emails
• Posting on social media
• Schedule house walk throughs for the houses
• Schedule speakers and worship
• Handle and deposit rent checks
• Send out thank emails
• Update database
• Pick up mail and distribute
• Reconcile the credit card receipts
• Create PowerPoints for Friday Night Light & Run at Friday Night Light
• Prepare A Written Order of Celebration for Friday Night Light
• Download music if needed for Friday Night Light
• Review rent audit and print out for House Managers
• Order needed medals for Friday Night Light
• Answer phones calls about HOP
• Pay invoices not on auto payment
• Sent out mass emails via Constant Contact
• Possibly conduct “Intake Calls” from potential men in our program                                                    
Responsibilities in General
• Organize office and assist associates in ways that optimize procedures
• Sort and distribute communications in a timely manner
• Create if needed and update records ensuring accuracy and validity of information
• Schedule and plan meetings and appointments
• Monitor level of supplies and handle shortages
• Resolve office-related malfunctions and respond to requests or issues
• Coordinate with other departments to ensure compliance with established policies
• Maintain trusting relationships are men in the program and fellow colleagues
• Answer phone calls and redirect them when necessary
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments as necessary
• Prepare and disseminate correspondence, memos and forms
• File and update contact information of employees, men in the program, etc.
• Develop and maintain a filing system if needed
• Document expenses and hand in reports
• Proven experience as an office assistant or in another relevant administrative role
• Knowledge of “back-office” computer systems
• Working knowledge of office equipment   
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Excellent knowledge of MS Office particularly in Excel and Word, databases and information systems
Helpful but not required
• Graphic/Web Design – Basics
• Experience with Constant Contact
• A Recovery Background