Executive Secretary

Location: Charlotte Area Command - Charlotte, North Carolina

Position Type: Exempt Full-Time

Employee Benefits

• Health, Dental and Vision Insurance
• Vacation, Sick, Personal, and Holiday Paid Time Off

• Retirement Plan

• Life Insurance and more!

About this opportunity:

The Executive Assistant will provide administrative and managerial  support to the Area Commanders and all locations under Charlotte Area Command. Composes prepares, and types a wide variety of paperwork, including that of a confidential, complex, and technical nature, with limited supervision and direction, such as correspondence, program profiles, staff meeting minutes, and policies and procedures as directed by the Area Commanders. Supervises the receptionist and all duties, including transportation, hosting groups, preparing for external meetings, and monitoring conference space, ensuring proper scheduling, setup, and environment.  Employee works closely with Area Commanders in all Advisory Board capacities and duties of sub-working committees.

Key responsibilities:

• Coordinates information and arrangements for all Advisory Board and sub-committee meetings. Record minutes of all board and requested committee meetings and distribute them to all those concerned; ensure the accuracy, completeness, and timeliness of the same.
• Schedules and calendars all meetings, putting together the agenda; collects, copies, and collates all reports to be placed in their handout packets; prepares letters of committee meetings; prepares minutes of the Executive Committee and regular Board meetings, having them approved and distributed before the next meeting.
• Update the annual roster as members, phone numbers, addresses, etc., change; maintain updating all committee lists with correct information; give the monthly meeting counts for statistics to assigned staff employees.
• Assists with the Annual Christmas Advisory Organizations Luncheon. Responsible for disbursing invitations to all advisory groups, making them aware of the date, time, and location. Sends reminder emails for them to RSVP. Confirms the headcount number for food.
• Assists with preparing for the semiannual Board Development Orientation meeting/luncheon for all new board members, council members, and ARC Council members. Organizes and prepares the information binder for all attendees. Updates the binder regularly. Orders food for lunch, picks up food if necessary, and ensures the room is ready.
• Manages the receptionist and all duties, including covering absences as necessary.
• Prepares TSAMM items for approval, monitors and follows up on items in the process, and notifies appropriate staff when items are approved or updated.

• Maintains, coordinates, and assigns the area commander's calendar for appointments and meetings.
• Replies to routine correspondence for the area commander as appropriate.
• Handle complaints and other inquiries regarding services at various Salvation Army programs with the appropriate staff member.
• Coordinates staff meetings, including Leadership Team, Executive Team, and quarterly staff meetings. 
• .Maintain Notary Certification to assist with notarizing any document signatures as needed on behalf of the organization.
• Maintain the stats for the Board and all subcommittees. Assist the Administrative Assistant for B&G Clubs in obtaining the stats for the Advisory Council meeting and its subcommittees. Submit monthly totals to employees assigned over stats to enter the base system.

LEASE AND AGREEMENT RENEWAL DUTIES:

• Submit all paperwork for new & renewal leases and agreements for ALL locations to headquarters for appropriate signatures.
• Maintain all files on leases/agreements for auditor’s review and have them ready before arrival.
• Once the document(s) are signed and executed, send copies to the vendor and appropriate departments to DHQ/THQ and keep a copy in a local file.

WILLS AND ESTATE DUTIES:

• Receives incoming estate and foundation information.
• Obtains copies of all wills from the Estates Department at the courthouse, which were filed and forwarded all information to the Divisional Headquarters for processing.
• Proceeds are sometimes received and forwarded to the divisional and territorial headquarters.
• Keep estate files maintained even after the closing of the estate.

TRANSPORTATION:

• Collect, prepare, and submit all documentation for any new vehicle purchase to the fleet. I will process the check request and pay the vendor. Once obtained, send the title and original window sticker to Divisional Headquarters per policy.
• File for tax exemption to Mecklenburg County.
• Add the vehicle to the insurance and master vehicle listing with DHQ/THQ. If the purchase includes a trade-in vehicle, delete it from the insurance and master vehicle list.
• Supervise the transportation department staff/and receptionist.
• Supervise staff in maintaining all vehicle files, including maintenance, inspections, tag renewal, and repairs. This includes keeping individual filing systems up to date.
• Compare Master Vehicle Listing with DHQ/THQ file to ensure it is always accurate.
• Supervise staff in scheduling all vehicles - vans and buses - to ensure all departments have cars as needed.

OTHER RESPONSIBILITIES:

• Maintain Notary Certification to assist with notarizing any document signatures as needed on behalf of the organization.
• Maintain the stats for the Board and all subcommittees.
• Assist the Administrative Assistant for B&G Clubs in obtaining the stats for the Advisory Council meeting and subcommittees.
• Submit monthly totals to employees assigned over stats to enter the base system.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of Advisory Organizations and duties of such.
• Establish working relationships and the ability to have multiple or a variety of contacts of vendors to secure quotes for a variety of needs at all facilities.
• Supervise, lead, and motivate employees and monitor work, ensuring compliance with established policies and procedures and contract/licensure requirements.
• Plan work priorities, evaluate work performances, and provide recommendations for improving productivity and efficiency of work.
• Provide effective leadership to subordinates, maintain various internal and external contacts, and work cooperatively with superior and subordinate staff.
• Make sound decisions and resolve operational problems without Area Commander.

• Work effectively and efficiently on multiple projects simultaneously without becoming frustrated or disorganized.
• Plan, organize, and prioritize work to accomplish work in compliance with quality standards and deadlines.
• Determine the most effective and efficient method for accomplishing work objectives and goals while working under limited or little supervision.
• Meet attendance requirements.
• Read, write, and communicate the English language.
• Concentrate and pay close attention to detail for extended periods when reading and preparing reports or resolving operational problems.
• Communicate clearly and concisely both orally and in writing.

Experience:

Five (5) years of progressively responsible experience in property and performing executive-level work in a general office setting.

Education:

Bachelor's degree from an accredited college or university in Business Administration or related field.

Physical Requirements/Working Conditions

Work is performed in a typical office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, dirt, and the like.

Limited physical effort is required for walking, standing, lifting, and carrying light objects (less than 25 lbs.) 5-10% of work time.

Why work for us?

The Salvation Army offers a broad range of career opportunities, mainly targeted toward those motivated by our mission to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

The Salvation Army strives to do the “Most Good” for its employees by offering a greater sense of purpose in the work performed, by training and mentoring employees and by offering competitive compensation and benefit plans.  Whether employed as a truck driver, administrative support team member or the director of a program, our employees understand at the core of their work is the opportunity to be an integral part of an organization that is Doing the Most Good.

Five values at the heart of everything we do…We are…

• Passionate
• Compassionate
• Uplifting
• Brave
• Trustworthy

Additional Information:

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

To apply, click on the “Apply Now” icon at the bottom of this posting.

Application Submittal Period:  05/22/24 – 06/22/2024.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled