Job Title:           Sr. Admin Assistant to the Director

Department:      Planning & Design

Status:               Regular Full-Time, Non-Exempt

Purpose and Scope

The Senior Administrative Assistant provides administrative and operational support to the Director of Planning & Design. This role supports the effective functioning of the division by managing schedules, coordinating meetings, assisting with communications, and ensuring timely follow-up on projects, tasks, and appointments.

The Senior Administrative Assistant works closely with the Director to gather necessary information, updates, and reports from the Project Implementation, Program Experience, and other teams to support divisional planning, decision-making, and communication. This position is also responsible for coordinating and monitoring the Planning & Design division budget, including tracking expenses, maintaining budget documentation, and assisting the Director in ensuring accurate financial oversight.

Success in this role requires strong organizational skills, attention to detail, clear communication, and the ability to manage multiple administrative and operational priorities while supporting the overall effectiveness of the Planning & Design Division and the broader Ministry Programs unit.

Essential Job Functions

Administrative Support

•       Provide direct administrative support to the Director of Planning & Design, including managing schedules, coordinating appointments, and assisting with daily administrative needs.
•        Prepare materials, documents, and communications needed for meetings, presentations, and divisional initiatives.
•        Assist the Director with tracking priorities, action items, and follow-ups related to projects, meetings, and divisional initiatives.
•        Manage the Director’s calendar and email communications, prioritizing appointments, coordinating scheduling requests, and ensuring timely responses and follow-up.
•        Provide general administrative support to ensure efficient daily operations within the Planning & Design Division.
•        Support special projects and administrative initiatives as assigned by the Director.

Meeting & Communication Coordination

•        Coordinate and schedule meetings for the Director and the Planning & Design Division, including preparing agendas, gathering materials, and distributing meeting information.
•        Document meeting notes, action items, and decisions, ensuring appropriate follow-up with team members and stakeholders.
•        Assist in drafting and organizing internal communications, updates, and reports related to divisional initiatives.
•        Support coordination of divisional meetings involving Project Implementation, Program Experience, and other members of the Planning & Design team.

Divisional Coordination & Reporting

•       Work with the Project Implementation, Program Experience, other Planning and Design team members and cross-divisional teams to collect necessary updates, information, and reports for the Director.
•        Assist in organizing and maintaining reports, project summaries, and divisional documentation.
•        Help track progress on divisional priorities, ensuring relevant information is communicated to the Director in a timely manner.

Budget & Financial Administration

•        Manage the Planning & Design Division budget, including tracking expenses and maintaining accurate financial records.
•        Coordinate with the Finance Division to ensure invoices, payments, and expense documentation are properly submitted and recorded.
•        Monitor budget reports and provide updates to the Director regarding budget status and expenditures.
•        Maintain organized financial documentation to support budget oversight and reporting.

 Working Relationships

Reports To: Director, Planning & Design

People Management Responsibility: None

Works Closely With: Planning & Design Division, Ministry Events, Content & Creative, Support Services

Essential Knowledge, Skills, and Training & Development

Non-physical

• Follow verbal and written instructions
• Proficient in Microsoft Office applications
• Ability to use PC and widely used software applications, especially Microsoft Office applications
• Ability to learn new software applications as necessary
• Ability to provide analytical skills
• Ability to communicate effectively with all members of headquarters and Gideon membership

Physical

• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is required to stand, walk, sit, talk, and hear (specific vision abilities required by the job include close vision)

Mission Critical Competencies

SHARED VALUES

• Integrity
• Excellence
• Open Communication
• Stewardship

CORE COMPETENCIES

• Actively learns, demonstrates, and fosters the organizations’ culture in all actions and words.  Takes personal initiative and is a positive example for others to emulate.
• Proven ability to keep a big picture perspective while dealing with very detailed information.
• Demonstrated experience coordinating schedules, meetings, and administrative logistics in a professional environment.
• Experience tracking budgets, expenses, or financial documentation in coordination with finance or accounting teams.
• Strong organizational and time-management skills with the ability to manage multiple priorities and maintain attention to detail.
• Proficiency with standard office software, including Microsoft Office (Word, Excel, Outlook, PowerPoint) or comparable productivity tools.
• Ability to handle sensitive or confidential information with discretion and professionalism.
• Ability to distinguish priorities and make decisions in accordance with them
• Foster Open Communications and Approachability
• Positive and Constructive Attitude
• Business Acumen
• Process Management
• Decision Quality
• Problem Solving
• Dealing with Ambiguity
• Perspective
• Ability to challenge the status quo

Work Environment and Time Requirements

•        Climate-controlled office environment
•        8-hour workday
•        Hybrid work schedule: Telework Monday & Friday, in office Tuesday, Wednesday, Thursday
•        Variations in work volume sometimes require extended working hours or working in office on a Monday or Friday

Minimum Qualifications

•        Associate’s or Bachelor’s degree in Business Administration, Communications, Office Administration, or a related field, or an equivalent combination of education and experience.
•        5+ years of administrative support experience, preferably supporting leadership or executive-level staff.
•        PC experience, especially in Microsoft Office applications
•        Successful completion of a drug and background screen

This Job Description is for general purposes and guidelines only and should not be considered all-inclusive. Neither does the receipt of this job description constitute an employment contract. Furthermore, it should be known that this list of job requirements is subject to change without written notice.