Administrative Assistant (Jesus Film Project)

Pay Level: $14.53/hourly

SUMMARY

The Director’s Office Administrative Assistant performs a wide variety of administrative clerical duties for the Global Partnerships team and the Global Expansion Team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Serve Director of Global Partnerships and Directors of Global Expansion Team by managing their email, files (electronic and physical), updating Salesforce contact database, and scheduling meetings.
2. Coordinate travel arrangements including booking air, lodging and ground transportation for both domestic and international trips and obtaining necessary visas, insurance coverage, and cash advance requirements.
3. Coordinate details for conferences including creating power point and video presentations, gathering materials, table displays, equipment and doing a variety of follow up tasks after the events.
4. Prepare and type a variety of correspondence, meeting notes, agendas, memos, reports, contracts and materials, including material of a confidential nature.
5. Monitor financial accounts as assigned, process check requests and orders as needed and provide monthly reports.
6. Learn in-house databases and develop ability to provide required information, tracking and reports. Manage the funding and “SPQ” (Strategy Planning Questionnaire) process and all related duties with accuracy and according to schedule. Track funding data, etc., in Excel.

• Facilitate the Licensing Agreements per policy
• Provide information in accordance with internal policies and procedures, following processes and procedures for protecting secure and confidential information.
• Gather and/or disseminate information and schedules to staff as necessary to assure effective coordination of department or program functions; work with foreign nationals from different ministries as well as coordinate with other partnering agencies.
• Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
• Coordinate the duplication and distribution of a variety of materials and/or products upon request.
• Monitor, filter and distribute appropriately all incoming communication.
• Participate in the Christmas Calling Campaign, completing required amount of calls.
• Perform related duties or special projects as assigned.

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.

Ability to:

• Develop judgment and use it frequently to work independently toward general results, devising methods, modifying or adapting standard procedures to meet different conditions, or making decisions based on precedent and ministry policy, analyzing situations accurately and adopting an effective course of action.
• Be well-organized and able to multi-task, serving as liaison to all International U.S. Staff, as well as partners, other ministry leaders, and the general public. Must be able to work independently and demonstrate discernment and judgment in position. This position requires a high degree of integrity as they often work with confidential and sensitive information that should not be disclosed.
• Plan and organize work, determining priority of multiple projects at once with the ability to be detail-oriented and capable of working under pressure with time constraints/deadlines. Must have ability to handle instantaneous changes to job priorities and schedules, and work with diplomacy, and demonstrate good interpersonal skills. Ability to gain comprehensive knowledge and understanding of ministry procedures and operations is required, and an understanding of and commitment to the mission and purpose of Jesus Film Project^®, learning to interpret, apply and explain rules, regulations, policies and procedures.
• Perform a wide variety of complex administrative and secretarial duties with high degree of speed and accuracy.
• Establish and maintain cooperative and effective working relationships with others inside and outside the ministry and work closely with all JFP Department Administrative Assistants and their Directors.
• Speak and understand foreign nationals and cultures.
• Type at 60 words net per minute from clear copy.

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. Prior ministry work experience is a plus.