Hybrid Executive Assistant to Mission Delivery bei Girl Scouts of Texas Oklahoma Plains Inc

Description

Job Summary

The Executive Assistant for Mission Delivery (EAMD) works to provide high-level, confidential, administrative, and executive support to the Chief Mission Delivery Officer (CMDO). The EAMD interacts with all levels of the organization including volunteers, executive leadership, board of directors, community partners, and staff necessitating confidentiality, diplomacy, discretion, and good judgment. The EAMD also prioritizes diversity, equity, inclusion, belonging, and access to ensure delivery of the best quality Girl Scout leadership experience for girls.

In addition, the EAMD will be assigned event management and administrative duties in support of the Volunteer Engagement, Recruitment, Girl Experience and Community Partnership departments (Mission Delivery teams) in effort to ensure delivery of the best quality Girl Scout leadership experience for girls.

In collaboration with the Chief Mission Delivery Officer, the Executive Assistant for Mission Delivery will exercise discretion and judgment with respect to matters of significance.

Requirements

Essential Duties and Responsibilities

1. Primary responsibility is daily administrative support to the CMDO which includes but is not limited to meeting planning and coordination, travel arrangements, making appointments, maintaining files, expense report preparation, screening calls and visitors, preparing and reproducing correspondence, memos, reports, and minutes.
2. Supports the responsibilities of all Mission Delivery departments at the request of the CMDO. 
3. Plans signature events such as the Volunteer Conference and Gold Award.  
4. Assists with the administrative support of the Mission Delivery and Girl Advisory Committees by preparing agendas, minutes, and maintenance of permanent meeting records. Attends meetings as required and serves as a recorder.  
5. Filters Salesforce cases for the Mission Delivery Staff, ensuring prompt response.
6. Conducts background checks for incoming adult volunteers.
7. Manages the collection of financial reports for troops and service units.
8. Drafts bank letters and supports the new troop process.
9. Drafts bank account closure letters for disbanded troops.   
10. Answers and refers telephone calls for Mission Delivery to ensure inquiries are answered or forwarded to appropriate member of staff.
11. Sets priorities and procedures for accomplishing work assignments in an accurate, timely, and efficient manner.
12. May provide administrative meeting support to the Board of Directors and other Committees at the request of the Chief Executive Officer.
13. Provides support to the Tri-Annual National Convention with travel coordination, scheduling, and communications for girls and staff attending.
14. Establishes and maintains harmonious working relationships with volunteers, staff, and community contacts.
15. Regular and timely attendance at the office during normal business hours and as otherwise necessary to perform job duties.
16. Travels between council locations as needed. Travel may be during the evenings and/or on weekends.
17. Performs other duties as assigned by the Chief Mission Delivery Officer.

CORE COMPETENCIES

1. Interpersonal Relations                                      9. Conflict Management
2. Customer Service Responsiveness                 10. Adaptability
3. Oral/Written Communication Skills                11. Team Building
4. Personal Integrity/Professional Conduct       12. Information Management
5. Decision Making and Judgement                    13. Organization Knowledge
6. Business Acumen                                              14. Self-Management
7. Fostering Diversity                                             15. Achieve Results
8. Problem Solving                                                 16. Time Management

JOB QUALIFICATIONS – Knowledge, skills, and abilities

1. Associate or bachelor’s degree in business administration and a minimum of three years’ experience in a business environment.
2. Commitment to the mission and purpose of Girl Scouts.
3. Membership in the Girl Scout organization.
4. Must be willing to work with all people without regard to race, religion, ethnic origin, socio-economic status, sexual orientation, age, or disability.
5. Desire to serve others and have a team mentality.
6. Excellent oral and written communications skills; professional in appearance.
7. Highly detail-oriented, accurate, and timely in reporting.
8. Self-motivated and ability to work independently.
9. Proven Proficiency in Microsoft Office Suite to include working knowledge of Word, Excel, and PowerPoint. Proficient in Adobe, Donor Perfect, and mail merge.
10. Must be comfortable with electronic media and willing to learn new databases.
11. Ability to use the internet successfully.
12. Ability to effectively manage multiple priorities, meet deadlines, and produce results.
13. Have and maintain a valid Texas driver’s license, an acceptable driving record, acceptable insurance, and reliable transportation.
14. Must complete and pass a criminal background check, motor vehicle records check, and drug screening.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee should be able to lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. 

CERTIFICATIONS/LICENSES

 None required.