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Family Talk

Executive Assistant

Family Talk
Colorado Springs, Colorado, United States

Date Posted: 09/19/2011
Categories: Administrative
Job Type: Full-Time

Job Description:
Job Purpose: Enhances executive's effectiveness by providing information management support and representing the executive to others.

• Assists and relieves executive of a variety of complex administrative duties; utilizes independent judgment, determining when to act for executive and when to refer problems for personal attention.
• Screens incoming mail, both internal and external; answers or refers to managers for appropriate distribution of correspondence not requiring executive's personal handling; alerts executive of mail which requires immediate action.
• Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature.
• Places, receives and refers telephone calls to appropriate personnel; responds to highly diversified inquiries from management, employees, constituents and the general public; regularly interfaces with other agencies outside the ministry to exchange information, answer inquiries, act on problems and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate.
• Maintains executive's calendar by planning and scheduling meetings, conferences, teleconferences and travel.
• Extends world-class hospitality to everyone, in person, via correspondence or on the telephone.
• Checks, prepares, corrects and/or summarizes reports, records and correspondence.
• Operates and inputs data into computer terminals, utilizing existing software; performs computer inquiries and generates computer reports.
• Secures information by completing database back-ups.
• Operates independently in absence of executive; assists and advises executive on problems; sorts correspondence, mail and matters by order of priority for immediate action or upon executive's return.
• Serves as liaison between executive and others; follows up to ensure a timely response to projects and assignments.
• Assistance at off site events. Position requires some travel on weekends or weekdays.

Other Duties/Responsibilities:
• Displays the ability to safeguard the ministry's integrity when handling confidential information.
• Performs other duties as assigned, which may include duties of lower level job grades.

Working Environment/Physical Requirements:
• Office environment; involves sitting for extended periods of time.
• Dynamic work environment that can stressful.
• Extended work hours on occasion.

Job Qualifications/Requirements:

Character/Spiritual: Is a consistent witness for Jesus Christ; maintains a courteous, Christ- like attitude in dealing with people within and outside of Family Talk; adheres to the Standard of Moral Conduct and Statement of Faith; upholds Family Talk in prayer; demonstrates behaviors aligned with Family Talk core values.

Knowledge/Experience: Specialized training/education equivalent to three years of college; 5 years minimum of directly related experience.

Skills, Abilities and Special Talents/Gifts:
-Ability to communicate effectively (oral and written), especially when directing other personnel; frequently interfaces with individuals in executive positions; complete discretion, courtesy and tact required when dealing with individuals on telephone or in person.
-Ability to establish and maintain rapport with various levels of staff across the ministry.
-Ability to respond appropriately to employees, constituency and executive management, especially during high-pressure situations. -Ability to work in a dynamic environment and to adjust priorities accordingly.
-Good mathematical and analytical skills to develop and monitor systems.
-Good leadership capabilities to coordinate administrative workflow.
-Type 75 wpm.
-Proficient in the use of computer hardware and software.
-Shorthand or equivalent transcription ability.