Executive Secretary

Executive Secretary

The Salvation Army, an internationally recognized non-profit, faith-based organization, has an opening for an Executive Secretary to the Divisional Commander at our Divisional Headquarters locate in Oklahoma City, Oklahoma.

Job Summary

Relieves the Divisional Commander of administrative detail; performs advanced, complex, and confidential secretarial work with a broad scope of responsibilities; coordinates information and arrangements for
meetings and seminars; works independently and with little or no direct supervision for extended periods of time; ensures the office runs smoothly and with limited interruption while the supervisor is absent.

Administration/Secretarial Functions

Receives and responds to questions or complaints directed to the Divisional Commander; works with the appropriate officer/department to resolve problems in a timely manner; attempts to resolve complaints and/or problems in a professional manner. Notifies the Divisional Commander when it is necessary to handle high-priority/major issues.

Monitors the Divisional Commander’s email to prioritize tasks and ensure responses in a timely manner. Composes responses or transcribes dictated responses as instructed by the Divisional Commander.

Composes, prepares and/or types a wide variety of paperwork including that of a confidential, complex, and/or technical nature such as officer service reviews, proposals, sermons, briefs, statistics, budgets, forms, invoices, documents, agendas, schedules, etc.; records minutes of meetings and distributes the same to all those concerned; ensures the accuracy, completeness, and timeliness of the same.

Transcribes dictation and types correspondence and/or minutes in an accurate and timely manner; acknowledges routine correspondence not needed for dictation.

Serves as a liaison for other departments and/or divisions seeking information or services from the Divisional Commander; responds to questions, researches and provides specific and general information based on the knowledge of the department operations; ensures the accuracy, completeness and timeliness of all information provided; maintains the confidential nature of the position.

Researches, compiles, interprets, and summarizes information for various reports, spreadsheets, surveys, and special projects; researches files, accounts, records, etc. to resolve problems and/or correct documented information; informs appropriate individuals of discoveries.

Performs a variety of administrative work associated with special projects; processes correspondence and special documents; ensures the accuracy and completeness of the same before submitting for approval and signatures.

Prepares and maintains divisional records, career sheets, databases, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain department records; researches department files to locate specific information found in documents, correspondence, lists, forms, etc.

Develops and maintains a filing system of a variety of divisional correspondence, forms, cards, records, reports, and documents; maintains and utilizes the department bring-up filing system; purges files to obtain and update information; ensures the files are maintained in an organized and efficient manner.

Receives, procures, opens and distributes department mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; opens mail marked "personal" and "confidential" when the Divisional Commander is absent; collects and prepares outgoing mail for the department.

Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; meets with vendors and suppliers on a regular basis; orders equipment and any other special items required for the department operations; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Coordinates travel arrangements to include airline tickets, hotel reservations and local transportation arrangements; prepares Divisional Commanders itinerary to maintain awareness of travel plans; contacts Divisional Commander is cases of emergency.

Coordinates and processes a wide range of administrative responsibilities associated with the preparation and conduction of Salvation Army conferences, seminars, and special meetings; prepares and processes forms, agreements, invitations, registrations, schedules, assignments, as well as travel, lodging, and meeting room arrangements; develops and prepares correspondence, reports, booklets, pamphlets, audio-visual transparencies, graphs, charts, lists, and hand-outs; coordinates travel arrangements for people attending conferences, m