Program Executive Assistant

Overview

GENERAL PURPOSE OF JOB:

The Program Executive Assistant provides comprehensive administrative and creative support to the Program Secretary in all areas of the Program Department, including Women’s Ministries, Women’s Auxiliaries, and Retired Officers. Key responsibilities include professional written and verbal communication, accurate record-keeping, data entry and reporting, development of promotional materials, event registration and coordination, support for special DHQ events, and general administrative functions to ensure the efficient and effective operation of the department.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Check in daily with the Program Secretary to determine how best to provide program department support, report updates on current projects, and prioritize workflow.
• Responsible for office workflow in a high-work-volume setting, including processing of all written, email, and verbal correspondence and incoming phone calls with appropriate follow-through for the Program Secretary and Women’s Ministry Secretary, maintaining strict confidentiality.
• Responsible for clerical and other duties related to the Program Department. This includes, but is not limited to, preparation of the Farewell Brief and Program Department Meeting minutes.
• Send meeting reminders, prepare agendas, set up for, and record minutes for Mission Alignment Council. Prepare MAC documents for the MAC meeting. File both physical and digital copies of all MAC documents and correspondence. Send required documents to THQ for the Territorial Mission Alignment Council meeting.
• Creative support to the different departments in the Program department and the Women’s Ministries Department through the production of promotional materials for events, programs, and the Annual Command Review, including posters, social media posts, and written material to be sent to the Corps.
• Responsible for coordinating Divisional Program events throughout the year by securing meeting space, menu, registrations, billing, etc. This includes, but is not limited to, Women’s Ministries Rallies and Retreats, Women’s Auxiliaries, Older Adult Ministries, and Older Adult Camp, Men’s Ministry Rallies and Retreats, and Community Care Ministry.
• Silver Star and Retired Officers- Maintain and update membership records, assist with promotional materials, programs, and logistics for two annual events per year, as requested. Wrap and mail seasonal remembrances.
• Serve as the Secretary for Women’s Commission and Older Adults Commission, making room reservations or setting up TEAMS meetings, and record and distribute meeting minutes promptly.
• Prepare for the Women’s Ministries Review- prepare forms for the Corps and distribute. Compile responses for DWMS. Prepare quarterly reports to be completed by Corps Officers for use by THQ and in the Annual Command Review.
• Maintain the Divisional Women’s Ministry Facebook page. Upload content and keep current, as requested.
• Update and maintain the Divisional calendar, as per the Program Secretary, including regular updates, communication with the field, and DHQ.
• Manage the archive room, including management of the room for all DHQ staff, annual transfers of files, scheduling, and coordination of the yearly shredding event.
• Receive, open, and distribute all mail, except “Confidential” or “Personal”.
• Cover front desk receptionist as needed.
• Maintain the office supplies and office supplies closet.
• Weekly input of smart data for the Program Secretary.

Divisional Statistician:

• Responsible for the oversight of the NEOSA Divisional National Statistical System. This system is designed for recording memberships, programs, and services, including the monthly recording and reporting of relevant information.  Responsible for the review of the monthly entered data, ensuring that all units are entered on time, meeting deadlines, and that corrections are made when necessary.
• Responsible for sharing with the Program Secretary when the units do not complete data or reports
• Responsible for frequent statistical reporting to Development for use with the investor community.
• Responsible for providing reports to departments as requested.
• Prepare statistical reports for Territorial Headquarters, each in tandem with the fiscal year closing for Corps Cartridges, ACR 13-Column list, and other reports that are requested.
• Responsible for working with Territorial Headquarters and attending any conferences or meetings regarding statistics.

Event Coordination

• Coordinate logistics for the Divisional Leader for Mission Advancement (DMLA) for divisional ministry events. (Family Life Retreat, and Spiritual Formation). 
• Coordinate logistics and the DHQ team for Divisional events held at DHQ, such as trainings, Officers’ Councils, Annual Command Review, and meetings.
• Logistics to include, but not limited to:
  • Securing venues and contracts
  • Assist with event budget preparation
  • Create promotional materials
  • Track registration information
  • Print programs and order supplies.
  • Ordering and setting up refreshments
• Oversee kitchen and linen room, keeping and maintaining inventory and supplies.
• Stock boardroom refrigerator.
• Organize and maintain storage cages in the basement (Women’s, Program, and Christmas).

 SUPERVISORY RESPONSIBILITIES: None

Qualifications

MINIMUM EDUCATION and/or EXPERIENCE:

• High School graduate: college preferred
• Minimum three years of administrative experience.

SPECIAL SKILLS, CERTIFICATES, LICENSES, REGISTRATIONS:

• Proficiency in the following computer programs: Microsoft 365, Adobe Suite, Excel, and Canva.
• Strong organizational skills
• Excellent communication and relational skills
• Able to manage multiple projects and responsibilities in a busy atmosphere
• Must maintain confidentiality

WORK ENVIRONMENT:

This position is based at the Divisional Headquarters (DHQ) in a standard office setting, with regular use of computers and office equipment.  The role requires frequent written and verbal communication, multitasking across multiple projects, and occasional local travel for event coordination.   The employee will occasionally need to lift or transport materials (such as supplies for events or promotional materials).

Salvation Army Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

 The information in this job description indicates the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. Acceptable job performance includes the completion of the job responsibilities as well as compliance with the policies, procedures, rules, and regulations of The Salvation Army.

The employee occupies a position of trust and is expected to maintain confidentiality and exhibit loyalty to The Salvation Army and the staff of The Salvation Army in all job-related matters and activities

All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.