Executive Administrative Assistant
The Salvation Army

Contact Person: Marcel Burbach
Contact Email: marcel.burbach@usw.salvationarmy.org

The Salvation Army Northwest Divisional Headquarters

Join a team where you can offer compassion, dignity, and sustainable opportunities for people
in need in your local community while using your administrative skills!

The Salvation Army is an inspiring place to work. With offices in every major US city and over
120 countries around the globe, it’s a place where people can invest in people on every level. In
the Northwest region of the US, we serve people with food to shelter opportunities and almost
everything in between. We are committed to being an efficient and effective network of local
offices that make up a huge western region team. In other words, we’re committed to being big
and small at the same time. That makes us a seriously great place to work. As one of the most
impactful social service organizations in the world, we hire people who constantly seek new
ways to keep us moving forward. We welcome you on finding your place to offer opportunities
for people in need!

The Executive Administrative Assistant is responsible for providing administrative support to
the General Secretary for Business (GSB). A successful candidate for this role thinks critically, is
a self-starter, great with competing deadlines, and offers solutions to administrative
opportunities with a high level of professionalism and confidentiality. Duties include prioritizing
correspondence and phone calls, collection and sorting of documents for meetings, filing and
records management, as well as travel coordination.

As the Front Desk Receptionist, you are the main point of contact for all incoming phone calls,
deliveries, and visitors. Additionally, you will oversee the mail room and supply inventory for
the building. Organization is key to successfully perform the duties assigned to this role, and
must be comfortable with delivering exceptional customer service when greeting visitors or
assisting callers.

Essential Duties and Responsibilities:
• Complete a broad variety of administrative tasks that facilitate the GSB’s ability to
effectively lead the division, including assisting with special projects, designing and
producing documents, reports, and presentations; collecting and preparing information for
meetings with staff and outside parties; composing and preparing correspondence;
maintaining contact lists; making travel arrangements; and completing expense and mileage
reports.
• Provide sophisticated calendar management for the GSB.
• Prioritize inquiries and requests; make judgements and recommendations to ensure smooth
day-to-day engagements.
• Serve as the primary internal and external constituencies on all matters pertaining to the
GSB, including those of a highly confidential or crucial nature. Prioritize and determine
appropriate course of action, referral, or response, exercising judgement to reflect the
GSB’s style and organization policy.
• Act as a liaison and provide support to various leadership meetings. Arrange and handle all
logistics for assigned meetings and events: schedule meetings, draft agendas, develop,
compile, and distribute presentation materials; and record meeting minutes.
• Manage incoming phone calls, and voice messages. The switchboard is to be opened promptly
at 8:15 a.m. and placed on phone mail no later than 4:15 p.m. Distribute morning phone
messages to appropriate department or individual.
• Greet and discreetly screen visitors prior to going to appointments or traveling throughout
the building. Notify the Administrative Assistant of the corresponding department when
appointments have arrived.
• Open and sort daily mail, except for packages and confidential items, to corresponding
department. Prepare and ship UPS parcels, and bulk mailing when needed for various
department, as directed.
• Keep current on community resources available to individuals calling for assistance.
Disperse information in a direct, business-like manner.
• Oversee inventory supply for GSB office. Issue supplies to departments and record for
monthly departmental billings.

Miscellaneous Duties:
• Prepare coffee and refreshments for special meetings as cleared through the GSB such as
the weekly Command Finance Council meeting, and other events. Ensure that meeting and
event areas and supplies are planned, set up, and cleaned after use.
• Work on special projects for various departments as assigned and approved by the
immediate supervisor.

Excuse:
• High School diploma: BA or AA degree preferred.
• Minimum 5 years of experience in one or more of the following fields: administrative
assistance, secretarial, business, or office management.
• Experience in a non-profit organization or human and social services is a plus.

Qualifications:
• Must be detail-oriented in all areas of mail procedures, supply ordering, receptionist, and
administrative duties
• Ability to lift twenty-five (25) pounds
• Basic knowledge of the U.S. Postal system
• Able to operate computerized postage machines and intermediate experience using
Microsoft Office Suite and Outlook
• Able to deal with flexibility in daily assignments
• Able to maintain a professional attitude when dealing with internal and external customers.

Benefits and Professional Development:

For more information, please visit The Salvation Army’s web site,
https://westernusa.salvationarmy.org/.

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 accommodations will be made to enable qualified individuals with disabilities to
perform the essential functions of this position. Employee will be required to follow any other
job-related instructions and to perform any other job-related duties requested by
management.

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.

Qualified individuals must be able to perform the essential duties of the position with or
without accommodation. A qualified person with a disability may request a modification or
adjustment to the job or work environment in order meet the physical requirements of the
position. The Salvation Army will attempt to satisfy requests as long as the accommodation
needed is a reasonable and no undue hardship would result.

Equal Employment Opportunity; Women/Individuals with Disabilities/Minorities/Veterans