Administrative Assistant-MARCOM (Jesus Film Project)

Pay Level: Unit 2 Level 7 Starting Pay 14.53

SUMMARY DESCRIPTION OF POSITION:  

The MARCOM Administrative Assistant performs a wide variety of administrative clerical duties for the Marketing Director, Associate Director, US Strategy co-director, and team. They coordinate and implement the Marketing projects of the department in a fast-paced office environment under frequently changing conditions.

FOR THIS POSITION:

1. Serve as Administrative Assistant for MARCOM and US Strategy, relieving the associate director and other department leadership of a variety of technical and administrative duties.
2. Track and administer the department’s calendar by arranging and scheduling a variety of meetings and events: including reserving and preparing meeting rooms and arranging catering.
3. Make travel arrangements for the department staff, and guests; including booking air, lodging and ground transportation for both domestic and international trips and obtaining necessary visas, insurance coverage, and cash advance requirements.
4. Complete and track various data entry tasks; including assisting with the annual budget development and monthly tracking of expenses.
5. Prepare and type a variety of correspondence, agendas, memos, reports, meeting notes, contracts and materials, including material of a confidential nature.
6. Prepare financial reports for the Marketing team and perform basic analysis relative to projects as needed
7. Represent the department by answering the questions of other staff and greeting ministry guests.
8. Coordinate the planning and implementation of department’s projects according to the JFP project management process:
9. Coordinate projects from beginning to completion by tracking progress, updating Marketing leadership on status, meeting with various members in respective departments, arranging meetings, communicating with stakeholders on request/feedback/follow-through, and finalizing the wrap up process with all members involved.
10. Coordinate with graphic designers, studio managers, vendors, partners, Jesus Film leaders, marketing and establish effective methods of product roll-out and distribution.

KNOWLEDGE, SKILLS & ABILITIES:

• Modern office practices, procedures and equipment.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Ministry organization, operation, policies and objectives.
• Interpersonal skills using tact, patience and courtesy.
• Budget preparation and control.
• Advanced personal computer operation, including word processing, spreadsheets, and database management.
• Basic research methods.
• Editing and proofing skills.
• Communicate effectively both orally and in writing.
• Demonstrate intermediate proficiency in Microsoft Word, Excel and PowerPoint.
• Type at 60 words per minute.
• Plan and organize work.
• Work confidentially with discretion.
• Work independently with little direction or supervision.
• Perform basic bookkeeping duties.
• Analyze and interpret basic financial statements and reports.
• Use a computer with advanced software and other normal office equipment. Experience with Apple Mac computers and software is a bonus but not required.
• Perform tasks with extremely close attention to detail.\ Coordinate multiple tasks running simultaneously.

EDUCATION and/or EXPERIENCE

Any combination equivalent to: two years college level work in office management and three to five years experience in secretarial or office management positions of increasing responsibility.