Administrative Assistant

Physical Requirements

• Ability to communicate orally with management and co-workers, both individually and in a group/team.
• Regular use of the telephone and e-mail for communication is essential.
• Sitting for extended periods is common.
• Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.
• No heavy lifting is expected. However, should be able to lift suitcase for work-related travel.
• Good manual dexterity for the use of common office equipment such as computer terminals, calculator, telephone, and copiers.

Work Environment

• The job is performed indoors in a traditional office setting. Activities include extended periods of sitting and extensive work at a computer monitor and/or calculator.
• Light travel required.
• Must be able to work well in a hybrid work environment.

Position Summary

The position will be responsible for high-level administrative support, including the minutes for various staff committees and serve as back-up for Board minutes. In addition, the incumbent must coordinate and organize meetings involving NCTC’s Directors, senior staff, and other group meetings orchestrated by the CEO. This position oversees the CEO’s calendar and travel plans. This individual must be capable of taking charge of projects and situations, be intuitive and innovative. Must be willing to serve on staff project teams as needed.

Salary

$62,000 - $65,000

Scope & Breadth of Position

This position reports directly to NCTC's President & CEO and has no direct reports.

Major Duties and Responsibilities

Smooth, efficient, and discreet organization and operation of the NCTC Leadership Team.

• Coordinate and schedule the CEO’s activities; open, read, and sort mail for CEO; manage calendar and appointments; review and screen CEO’s emails and identify priorities for immediate action. Delegate when appropriate and handle routine matters personally.
• Coordinate travel schedules and plans of executives with knowledge of priorities, key people, and calendar constraints.
• Consult with executives as needed to solicit information, provide critical updates, and to coordinate information and priorities. Exercise tact, diplomacy, and discretion in written and verbal communications.
• Prepare master calendar of events.
• Perform special administrative projects requiring the ability to gather and analyze data, and produce meaningful reports and/or presentations.

Board & Committee Meeting Preparation and Support.

• Coordinate travel, lodging, and meals for staff, trustees, and guests.
• Travel and attendance are necessary for off-site meetings.
• Assist with communications and meeting materials.
• Schedule meetings for all Board committees, ensuring frequency meets Office of the Comptroller’s requirements.

Provide support to internal staff committees.

• Prepare agendas and materials for internal committees.
• Prepare minutes for internal committees

Required Competencies

Organizational Mission

• Understand and support the mission of NCTC.

Professionalism

• Develop and maintain constructive and cooperative working relationships with others inside and outside of the Organization.
• Must be accustomed to interfacing with staff and executive levels demonstrating business acumen and advanced communication skills. Adept at managing confidential business documentation and communiqués and maintaining the utmost professional presentation and decorum at all times.
• Must be dynamic, proactive and resourceful.
• Able to stay calm under pressure; flexible and adaptable to change; able to handle multiple priorities.

Problem Solving

• Ability to apply logic, reasoning and creativity to analyze situations, provide recommendations, and provide solutions.
• Able to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to
• problems.
• Understand the implications of new information for both current and future problem-solving and decision-making.

Decision Making

• Must have the ability to function with limited direction and be capable of making independent decisions

Organization and Direction

• Develop specific goals and plans to prioritize, organize, and accomplish your work
• Monitor/assess performance of self. Handle and implement constructive direction

Experience and Job-Related Requirements

• Bachelor’s degree or a combination of experience and demonstrated business acumen required.
• Experience supporting executive and/or director level positions is preferred.
• Minimum of two years of experience with event/meeting planning.
• Demonstrated experience producing executive office communications.
• Excellent oral and written communication skills, including tact and diplomacy in dealing with people at all levels.
• Excellent knowledge of the structure and content of the English language including spelling, vocabulary, rules of composition, punctuation, and grammar.
• Demonstrated proficiency in Microsoft Suite applications: Word, Excel, and PowerPoint.
• Possess advanced skills in developing and modifying Excel spreadsheets and PowerPoint presentations including the incorporation and formatting of charts, graphs, and images.
• A proven track record of administrative success in detail organization, project accomplishments, time management, and communication (both verbal and written).
• Experience taking minutes preferred.

The Presbyterian Church (U.S.A.) Foundation, along with its subsidiary New Covenant Trust Company (NCTC), are Equal Opportunity Employers. We provide equal opportunities in all employment positions, regardless of age (as defined in the Age Discrimination in Employment Act), disability, sex, national origin, race, color, creed, religion, sexual orientation, gender identity, gender expression, or veteran status.