Professional Staff Opening
Position Title: Assistant to the Executive Director
Reports To: Executive Director
Team: Office of the Director
Job Location: New York City, NY
Grade: 4
Starting Salary: $40,000 - $50,000
Status: Exempt; Non-Bargaining Unit
Deadline: June 20, 2008
Interviews to be held in July 2008 with a start date of September 2, 2008.
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Church World Service does not discriminate on the basis of race, color, national origin, sex, sexual orientation, religion, age, disability or veteran status in employment of the provision of services.
Primary Purpose:
The incumbent is responsible for a variety of administrative functions requiring extensive knowledge of administrative procedures and practices and highly developed writing and communications skills. Additionally, the incumbent is required to have extensive knowledge and familiarity with Church World Service policies, with our constituent agencies and partners, and contact with staff and volunteers across the organization.
Essential Duties:
- Reviews all mail addressed to the Executive Director, answering correspondence not requiring the Executive Director’s signature, or preparing draft replies for signature. Compiles information on subject correspondence for use in responding to other correspondence.
- Monitor telephone calls and maintain the Executive Director’s calendar of appointments and travel schedule.
- Takes and transcribes confidential correspondence and other materials.
- Sets up, organizes and maintains administrative and correspondence files.
- Assists Executive Director in preparation of speeches, required papers and presentations. Maintains files on all materials.
- Attends meetings, takes and transcribes minutes of meetings. Follows up on actions taken, or to be taken following the meeting. Maintains all materials related to meetings.
- Takes responsibility for ensuring the effective administrative functioning of the office during the Executive Director’s absence.
- Oversees the work of assistants.
- Answers the telephone and receives visitors to the office.
- Completes special projects as assigned and required.
- Travel is required to attend various Governance related meetings or staff meetings to take minutes. Travel can require several consecutive days at a time.
- Manage and/or Assist with the logistics of various functions including CWS Board of Director’s meetings and Staff Gatherings.
Qualifications:
Education:
High school diploma or equivalency.
Experience:
Experience in performing varied and moderately complex administrative tasks in collaboration with management staff. Experience in establishing administrative procedures and systems.
Competencies:
Communications: Able to communicate thoroughly and with self-confidence a broad range of information relating to program or department. Communicate detailed and/or technical information clearly, in writing and orally. Understand staff roles and procedures and prepare standard reports to track job progress or activities. Promote sharing of relevant information among staff and with stakeholders. Recognize the particular needs of partners and use established channels to respond to those needs. Understand and is able to use appropriate technology to communicate with others inside and outside CWS. Respect and maintain confidentiality of sensitive information within parameters defined by supervisor and/or CWS policy.
Constituent Relationships: Understand who stakeholders are and be response to their needs. Coordinate specific program activities with counterparts and include them in planning. Recognize and be sensitive to issues of concern to stakeholders. Recognize and be sensitive to cultural, ethnic and religious issues.
Job Knowledge: Know the history of CWS and its place among non-governmental organizations (faith-based, ecumenical, secular, relief and development). Communicates an understanding of the faith-based nature of CWS’s work to stakeholders. Know a broad range of information regarding specific program or department and use that knowledge to perform effectively and independently. Understand how to work multicultural with sensitivity and integrity. Uses technology in varied, creative ways to support individual and program performance. Maintain the skills and knowledge needed to be effective in performing job responsibilities. Follow CWS policies and procedures in carrying out work activities. Understand general business practices that support individual and program performance.
Leadership: Accept accountability for assigned activities and adapt work style to perform independently or within a team. Model behaviors that are consonant with the mission and values of CWS in work activities and relationships. Demonstrate sound judgment in performing all duties. Facilitate the use of skills and resources within CWS. Contribute ideas for implementing CWS’s vision and strategic plan.
Problem Solving: Identify problems in procedures that affect program work. Recommend changes in systems or procedures to address them, then implement approved changes. Exercise creativity in resolving problems and trying new ways of doing things. Know how and when to apply technical solutions to problems. Share results of problem solving experiences with others. Remain flexible in responding to CWS priorities.
Program Planning and Management: Anticipate work flow and take proactive steps to balance work priorities. Understand the desired outcome of assigned work and how it supports CWS’s work. Gather, analyze and make use of information and resources necessary to produce work. Successfully balance multiple activities, in support of program or departmental goals. Manage contacts with internal and external stakeholders to ensure flow of information and coordination of efforts. Contribute ideas to effective implement program plans and activities. Keep others informed of work progress and any problems encountered. Take initiative and complete independent work projects. Understand organizational priorities and respect time sensitivity of work performance. Assist others to complete priority work, or step in to handle work in their absence.
Resource Building and Stewardship: Recognize resource building potential in all interactions and be responsive and professional in providing information. Promote CWS’s mission, programs and services with donors and stakeholders to assure continued support. Use financial and material resources provided by CWS to their best advantage, including business equipment and supplies. Demonstrate concern for natural resources in carrying out work activities. Make the most of own time and resources to maximize stewardship to CWS. Demonstrate respect for one another in relationships with staff, supervisors and managers. Prepare reports on program activities and status relative to budget and finances.
Teamwork: Understand what a team is and what it does. Demonstrate a willingness to work on a team. Understand own role on the team and how it fits in to the overall results to be produced. Contribute skills, knowledge and ideas to team discussion and work. Accept accountability for assignments made within the team and for producing results on time. Participate in identifying and establishing work needs and time lines for completion. Network with other teams to discuss activities. Demonstrate awareness of what other teams do and how their work affects own team. Recognize and respect the importance of work performed by colleagues. Understand organizational priorities and is willing to set aside own tasks to assist others to complete high priority tasks. Prepare reports about team activities and progress in achieving results.
Other Skills:
General computer literacy in database, spreadsheet and word processing applications. Ability to use standard office equipment in performing varied activities. Excellent verbal and written communication skills.