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Blessed 2 Help Enterprise

"Serving in The Spirit of Excellence"

Administrative Assistant (VC) 

Summary: The Administrative Assistant is responsible for the coordination, and management of schedules, activities, and providing administrative support.

Essential Job Functions:

  • Manage supervisor’s calendar and independently schedule appointments.
  • Screen incoming calls and correspondences and responds independently, when possible.
  • Prepare memorandums outlining and explaining administrative procedures and policies to supervisory workers or volunteers, and monitor compliance.
  • Act as custodian of corporate documents and records.
  • Reviews and routes incoming mail, orders, etc., and maintains supplies.
  • Make copies of correspondence or other printed materials.
  • Compose and produces routine business correspondence.
  • Greet scheduled visitors and direct to appropriate area. Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
  • Ensure confidentiality and controls access to sensitive information.
  • Researches information as requested and/or as needed
  • Communicates official interpretations to the appropriate personnel.
  • Transcribe dictation; compose and prepare confidential correspondence, reports, and other complex documents.
  • Create and maintain database and spreadsheet files.
  • Plan, assign, and direct work. Address complaints and resolve issues.
  • Remain professionally flexible when priorities and request change.
  • Basic filing principles, Good organizational skills, and Multi-task Management Skills.
  • Act as a liaison with other TPH departments.
  • Maintain professional communication with parishioners, volunteers, staff, and any other internal or external stakeholders.
  • Able to diffuse and resolve escalated issues.
  • Engage all callers in a friendly and professional manner.
  • Maintain a pleasant speaking voice and have the ability to deal patiently with problems and complaints.
  • Remain courteous when faced with difficult or irate callers and represent the ministry appropriately.
  • Provide additional assistance in obtaining the goals of the department as needed.

Requirements:

  • Ability to work with speed and accuracy.
  • Ability to handle multiple job tasks and meet strict deadlines.
  • Ability to deal with confidentiality.
  • Ability to manage assignments/projects from initiation to execution.
  • Ability to bend and lift minimum of 5-10 pounds.

Competencies/Skills Required:

  • 3-5 Years of relevant experience.
  • Excellent verbal communication, problem solving, and critical thinking skills.
  • Advanced computer skills (i.e. MS Word and Data Entry).
  • Excellent organizational skills and acute attention to detail.
  • Initiative, creativity, and a high level of professionalism.
  • Current knowledge of industry best practices.
  • Ability to work under firm deadlines within a rapidly changing environment.
  • Ability to prioritize and multitask to manage multiple concurrent projects.
  • Excellent presentation, verbal, written, and interpersonal communications skills.
  • Professional phone voice with a minimum of 3 years customer service experience.
  • Comfortable working independently as well as part of a team in a collaborative environment.
  • High level of integrity in dealing with confidential and sensitive information.

Preferred Experience:

  • BS or BA in Business, Management and Leadership, Communications, or equivalent
  • 2+ Years of customer service/relations experience
  • Bilingual (English/Spanish)

Technical and Professional Skills Needed:

  • Adept in Technology
  • Excellent Verbal & Written Communication
  • Organized & Detail Oriented
  • Good at Time Management – able to prioritize
  • Strategic Planning
  • Resourceful
  • Anticipates Needs
  • Microsoft Office -Intermediate/Advanced (Excel, PowerPoint, Word, Outlook)
  • Be Flexible
  • Minimal travel may be required