Job Description

 

Position Title:                               Executive Assistant

Department/location:                       Administration and Youth/ RMC Conference Office

Immediate Supervisor:                    VP for Administration

Supervisory Responsibilities           None

Status:                                                  Part-time, Non-Exempt (hourly)

Wage Scale:                                        Executive Assistant, 63–81%

Starting Salary:                                  $20.17 to $24.01 per hour (starting salary determined upon verification of education and relevant experience)

Date:                                                    April 8, 2021 to April 20, 2021

 

Our mission is to lovingly support and empower every member in our conference to know Christ and to make Him fully known through education, outreach, and service, and by communicating hope and encouraging an intimate connection with Christ and with each other.

 

Job Summary:

The Executive Assistant provides high-level administrative support to the Conference’s three Officers (President, VP for Administration and VP for Finance). The employee is directly involved in the administrative formalities of managing the Rocky Mountain Conference and must possess impeccable discretion when dealing with confidential information. The Executive Assistant conducts research, manages schedules, prepares reports, handles information requests, and performs clerical functions such as preparing correspondence, filing, receiving visitors, and processing phone calls/messages. The Executive Assistant will be involved with the Youth Department’s onboarding functions for their summer camp and club ministries up to an average of 7 hours a week.

 

Duties and Responsibilities:

  • Answer phone calls and direct calls to appropriate individuals or take messages.
  • Open, sort and distribute incoming correspondence including mail and faxes.
  • Schedule and confirm appointments.
  • Create and maintain a filing system, both paper and electronic, to file and retrieve department documents, records, correspondence, reports, etc.
  • Greet visitors, answer questions and determine whether they should be given access to certain individuals.
  • Prepare Executive Committee agenda and support materials for bi-monthly meetings.
  • Prepare and send out mail/email correspondence to various committees such as Executive, Personnel and AdCom.
  • Prepare meeting minutes (Executive, AdCom, Constituency, etc.) for signing and maintain minutes in binders.
  • Prepare department correspondence.
  • Post regular mail as well as UPS, and FedEx.
  • Assist with reservations and accommodations for the Executive Committee retreat when needed.
  • Take a primary role in coordinating Constituency Sessions that take place every 5 years. Responsibilities will include preparing mailings, preparing and distributing handout materials, coordinating staff, event set up/take down, constituent registration, etc.
  • Shred items that are confidential in nature, but no longer needed.
  • Add and maintain requested information to the Rocky Mountain Conference website.
  • Prepare monthly staff meeting materials as needed.
  • Send out emails to office staff and pastors as needed.
  • Maintain morning prayer list.
  • Send out letters regarding Evangelism fund allocation and Evangelism request forms.
  • Order flowers for employees in hospital and/or funerals.
  • Assist Youth Department Summer Camp with Staff On-Boarding, Background Checks (Busier February-July)
  • Assist Youth Department with Club Ministries such as Club Registrations, Background Checks,  Keeping Records (Busier September-January)
  • Perform general office work for Youth Department.
  • Other tasks as assigned or requested.

Performance Factors

The following Performance Factors are used during the annual review process to determine if the employee is meeting job expectations:

  • Attendance and punctuality: The employee can be depended on to be available and attend necessary meetings and arrive on time to planned events and activities.
  • Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.
  • The employee communicates effectively both verbally and in writing with supervisors, colleagues, visitors to the office, etc.
  • Wearing the armor of the Fruits of the Spirit, the employee exhibits a professional manner in dealing with others and works to maintain constructive working relationships.
  • The employee commits to being a life-long learner and sets measurable goals (short- and long-term) for both personal and professional development/growth.

Qualifications/Requirements

  • Be a member in good standing of a church within the Rocky Mountain Conference
  • Faithfully return tithe to the Rocky Mountain Conference
  • Education—college degree in a related field or equivalent experience preferred.
  • Experience
    • Proven track record with organization and detail.
    • Ability to manage multiple projects simultaneously.
    • Ability to effectively use Microsoft Office, including Word, Excel, Internet Explorer and email tools and knowledge of Google Drive.
    • Ability to learn and operate new office technologies as they are developed and implemented.
    • Ability to use a fax machine, phone system, copier, printers, and other standard office equipment.
    • Ability to conduct research to locate specific information, using print resources such as archived company documents and/or online resources such as the internet.
  • Competencies (skills and personal characteristics that an individual should possess in order to be successful in this position)
    • Planning/organizing
    • Detail oriented
    • Analytical/Problem solving
    • Job motivation/initiative
    • Time management
    • Life-long learner

Typical Physical Demands

While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, walk, bend, kneel, and occasionally lift up to 25 pounds. Must be able to work at a desk, using a computer for extended lengths of time. Must be able to type using a keyboard and read from a computer screen. The employee is frequently required to use stairs. Must be able to effectively communicate in English both orally and in writing.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions

Essential responsibilities are performed primarily in a sedentary and comfortable manner. Tasks are usually performed under normal office conditions with little or no noticeable discomfort. Work area is well lighted and ventilated.

The position is a part-time, non-exempt/hourly position with an expectation of 28 hours per week (Monday–Thursday). On occasion, may require some evening and weekend expectations. This position is eligible for overtime when more than 12 hours are worked in a single day or more than 40 hours in a single week. There is no averaging of hours of two or more weeks. For overtime purposes, the workweek is defined as Sunday through Saturday. All overtime hours must be pre-approved by a department director.

Please Note: The statements found in this job description are meant to describe the overall general nature and level of the work performed by an employee functioning in this position. The tasks, duties, responsibilities, functions, skills, talents, etc. outlined in the description is not an exhaustive list and should not be construed as such. Rocky Mountain Conference Administration reserves the right to modify this job description as/when needed in order to fulfill the mission of the Conference.

 

Apply Here:  Employment Application