Description
About The Salvation Army
Mission Statement
The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.
Vision Statement
We are an innovative partner, mobilized to share hope wherever there is hardship, building communities that are just and know the love of Jesus.
Core Values
The Salvation Army Canada and Bermuda has four core values:
Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.
About The Position
The Executive Assistant position provides the principal administrative support to the pastoral services team who in turn provide a confidential ministry of Christian spiritual and emotional support to Salvation Army officers and their dependent children. This role is often the first point of contact in a provision of pastoral care to those officers and their families. As such, the person needs to have excellent people skills and capacity to express empathy warmth and Christian pastoral support within a highly confidential ministry environment.
Key Responsibilities
General Office:
• Drafts and types correspondence (e.g., letters dealing with administrative issues, dictation, acknowledgements); checks typing for accuracy, sorts and prioritizes typing assignments within general guidelines; researches and responds to difficult inquiries on behalf of the supervisor.
• Performs general office duties, answers and screens telephone calls, directs and answers inquiries; greets and escorts visitors; files documents electronically or manually, photocopies and distributes materials as requested; sends and receives email material as requested; open/distribute incoming mail and processes outgoing mail including materials of a confidential nature; receives parcel(s) and distributes to the appropriate person(s).
• Prepares and receives all paperwork for various projects and processes
• Builds and maintains databases
• Handles and ensures the protection of confidential and sensitive Officer files and program files.
• Drafts and prepares presentations, brochures, fliers, advertisements, invitations, registrations, finances and evaluations for Spiritual Reflection Days and Retreats, Marriage Enrichment and Singles Enrichment as required
• Schedules meetings, prepares agenda, and takes minutes, record, prepare and distribute minutes for Pastoral Services.
• Ensures accurate and timely entry of monthly stats from team members
• Makes decisions on routine and urgent administrative matters in the absence of the supervisor.
• Maintains and coordinates office calendar
• Forwards documents as needed for French translation
• Performs other duties as assigned.
Task List for the Director of Pastoral Services (In addition to the above tasks)
• Furlough and absences requests – track and monitor
• Pastoral Services Team meeting – prepare agenda, take minutes, follow up, and circulate.
• General office duties: filing documents electronically; sending and receiving emails/mail.
• Confidential processing of invoice payments and billing.
• Tracking of the regional pastoral services members’ budget and expenditures.
• Monitoring approvals for counseling sessions; creating, tracking, and recording reports in Excel and invoicing.
• Compiling and emailing new service agreements for external vendors; and ensure all new agreements are within guidelines of dept policies.
• Providing confidential and sensitive initial response for all contacts within the pastoral services office
• resolving routine inquiries: answering and screening calls; responding to officer calls and emails sensitively
• Corporate Visa/PHH/Expense Claims– process receipts for all team members across the Territory.
• Maintaining Bereavement list for team awareness year end
• Prepare and distribute Christmas letter and music to active counsellors
• Maintains counsellor roster and provide to team members as required
• Provide Pastoral Services Officers with transition resources for officers moving each year
Qualifications And Education Requirements
• Completion of a formal post-secondary / college diploma program of 2 or 3 academic years.
• A combination of training and experience in administrative skills.
NOTE: An alternate level of education and experience may be acceptable.
Experience and Skilled Knowledge Requirements – must have the following experience before hire:
• Minimum of 3-5 years of related work experience including experience dealing with office equipment and tools, and senior administrative/secretarial experience
Preferred Skills/Capabilities
• Excellent computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Publisher, Teams) and web-based software; experience with Office 365
• Strong sense of urgency and pr
Location: Toronto, ON, Canada
Posted: Sept. 11, 2024, 6:18 a.m.
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