What are the responsibilities and job description for the FamilySearch Library Admin Assistant, on-site in Salt Lake City, full-time position at The Church of Jesus Christ of Latter-day Saints?
This position will report to and support the director but have responsibilities across the FamilySearch Library division team. This role will assist in clerical and administrative duties, including managing calendars, planning effective and inspiring divisional meetings, coordinating appointments and meals, facilitating travel arrangements, and contributing to a collaborative and counsel-centered environment. Must be able to work 4 days a week at the FamilySearch Library in downtown Salt Lake City, and 1 day a week remote.
Ideal candidates for this role have a heart for service and can anticipate and meet needs of those they serve, understand how their efforts help in the greater work of the department and the Church, have excellent organizational and administrative skills, work with minimal supervision, excel in a fast-paced environment, and serve multiple customers simultaneously. Consistent and timely attention to deadlines is critical, as is organization, problem solving, prioritization and follow-through. As this position has frequent contact with executive leadership of the Church and external partners, this person must always present themselves in an extremely professional manner.
- Maintain and update calendars.
- Schedule and coordinate meetings, activities, and business luncheons.
- Make local and international travel arrangements.
- Prepare documents, reports, presentations, charts, and graphs.
- Process expense reports and time-off requests.
- Capture meeting minutes, summaries and action items.
- May act as coordinator of departmental projects, following up on pending details, coordinating project team activities and ensuring deadlines are met.
- May monitor project budgets, keeping management apprised of budgetary status.
- Collect, evaluate, disseminate, and maintain information and data from multiple sources.
- Serves as a liaison between the senior management and other key members of management, employees and outside contacts related to department activities.
- Build relationships and networks to help accomplish the work of the Engagement Division.
- Work with minimal supervision at the highest level of integrity.
- Resolve complex situations with a high level of emotional intelligence.
- Report to work 4 days a week (1 date remote work) at the FamilySearch Library in downtown Salt Lake City.
Required:
• Requires a high school diploma or equivalent plus two years of post-high school education or training and 6 years of related experience, or equivalent combination of education and experience.
- Prefer previous experience as an executive assistant to director-level positions.
- Able to manage multiple projects and assignments from more than one team member.
- Willingness to serve others with kindness with an eye for creating simple experiences for those being served, even when it makes it more difficult for yourself. Proactively goes the extra mile to discover and meet the needs of others in a professional setting.
- Thoroughly proficient in the use of Microsoft Office Suite including advanced skills in Teams, Outlook, Word, Excel, PowerPoint and OneNote required.
- Advanced office skills include excellent verbal and written communication skills, highly efficient with computerized business applications (spreadsheets, tables, forms, charts, etc.), good research, analytical and data summation skills, and advanced independent analysis and judgment.
- Has strong project coordination skills. Able to keep lists of action items, juggle many moving parts, and follow up with individuals through project completion.
- Effective in resolving most questions and problems and only referring the most complex issues to higher levels.
- Is detail-oriented, proactive, positive, interested in learning, a seeker of inspiration, flexible, and a high-output individual.
- Contributes to a culture of joy, teamwork and collaboration through positive interactions and attitude.
- Able to maintain confidentiality on sensitive matters.
- Family History experience is helpful.
