The Assistant to the District Ministries Director will function under the oversight and administration of the Executive Administrative Assistant.
The Executive Administrative Assistant oversees the day-to-day operations of the Ministries Department under the direction and approval of the District Ministries Director.
· Work off and respond to the daily To Do List (Asana) and email · Receive and respond to Ministries Department phone calls, mail and email (within 24 hours)· Process pertinent mail for the Department and Ministries Director/Executive Administrative Assistant in their absence· Update website as needed (online registrations, event webpages, payment functions)· Be available to assist the Ministries Director/Executive Administrative Assistant with any other needs they may have· Process event registrations (online and mailed in)· Process outgoing mailings· Multi-task between event preparation and daily tasks· Oversee interns
ADDITIONAL RESPONSIBILITIES AND DUTIES· Update and streamline files· Archive old files· Be proactive in asking how to aid theDirector/Executive Administrative Assistant· Assist the Director/Executive Administrative Assistant in the preparation of meetings · Shop/research online for supplies· Learn and stay current on mailing procedures, copier functions, computer software, database · Be available to work extended hours for key events (conferences and conventions)· Assemble event take lists and inform when we need to purchase items· Organize, label and put away supplies after each event· If able, handle basic inquiries about ministries; if unable, direct to specific Ministries Coordinator
KNOWLEDGE AND SKILL REQUIREMENTS
· Basic knowledge and functionality in the following: Mac Operating System, Microsoft Office, Adobe Creative Cloud (InDesign, Photoshop, Acrobat, etc…) ACS Database, iMovie, Dropbox, Wufoo, Squarespace, Asana.· Able to delegate and direct others when at events· A people person (helpful, positive, patient and calm in potentially stressful situations and phone calls)· Graphic design, video editing, and form building capabilities· Knowledge of correct phone procedures and practices· Knowledge or ability to learn/operate basic office equipment such as a copier/printer, mail machine, paper folding machine and fax machine· A detail minded person (major focus on details)
Please take these 2 personality test before applying. List the results of the 5 minute personality test on the application and email results of the 16 personalities on the test to firstname.lastname@example.org.