Overview
The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.
We are the largest non-governmental provider of social services in America and every year, we help over 30 million Americans overcome poverty, homelessness, addiction, economic hardships, loneliness, and exploitation through a wide range of programs and services.
The Administrative Assistant provides administrative support to the Secretary for Personnel, Executive Assistant, and the Secretary for International Personnel. General office duties include: calendar management, correspondence, filing, answering phone calls, Minute taking, project management, relaying messages, processing invoices, and reconciling expense reports. Organizing Annual Command Review surveys. Preparing Ordination and Appointment Service materials for Commissioning Weekend. Other projects and duties as assigned.
This position requires approximately 35 hours of work per week and is eligible for a hybrid work arrangement (3 days onsite/ 2 days remote).
Responsibilities
General Office Duties - Compose and prepare correspondence in prescribed format and procedure on behalf of the Secretary for Personnel, Executive Assistant, and Secretary for International Personnel. - Compose and prepare correspondence for the signature of the Chief Secretary and Territorial Commander as directed. - Prepare acknowledgement letters for Marriage Certificates as they are received and maintain the electronic files. - Attend Overseas Council Meetings, prepare agendas, and take Minutes which will then be @typed and distributed via email to all Overseas Council Members. - Answer phones and take messages as needed. - Handle incoming and outgoing mail for the Secretary for Personnel's office. - Separate, stamp in, and distribute daily mail for the Secretary for Personnel's office. - Update and maintain the Yearbook for the Secretary for Personnel's office. - Evaluate, establish, and maintain office files for the Secretary for Personnel. Review current filing system to ensure it meets needs of office. Establish new files, consolidate current files, and purge dated files to ensure completeness, accuracy, and relevance. Maintain shared electronic files. - Maintain the Secretary for Personnel's expenses in Smart Data daily. - Make travel arrangements for the Secretary for Personnel. - Order supplies for the Secretary for Personnel's office. - Team participation with Business, Program, and Personnel to decorate for all holidays. - Prepare and process Post Retirement Service Agreements (PRSAs).
Process Furlough out of North America forms and emails. - Prepare Marching Orders for all farewelling officers.
Calendar Management - Maintain the Secretary for Personnel's positional (and if requested) personal calendar. - Ensure accuracy and consistency in all calendar entries and across all shared calendars. - Manage complex executive calendars, scheduling appointments, meetings, and travel arrangements, ensuring smooth operations and minimizing conflicts.
Annual Command Reviews - Establish and maintain files and OneNote documents for Annual Command Reviews. - Monitor Officer Personnel Surveys and upload all forms to OneNote upon officer completion. - Assist Executive Assistant in logistics for the Secretary for Personnel's Annual Command Review visits. Upon completion of each division's Annual Command Review, prepare Officer Personnel Survey forms and release them to Officer Records and command heads. - Maintain files for Annual Command Review.
Commissioning: - Working closely with the Executive Assistant, the Administrative Assistant will prepare materials for the Ordination and Appointment Services during Commissioning weekend, including the Ordination Certificate, letter from the Secretary for Personnel, letter from the Commissioner, obtaining the Officer ID Card from Officers' Services and Records, and preparing accompanying letter. - Prepare the commissioning presentation envelopes with the appointment description and the new Lieutenant family information cards. - Order and inventory Commissioning certificate holders.
International Personnel Duties - Prepare and distribute flyers, bulletins, and any other books or literature to overseas personnel on a regular basis to keep them informed either by email or air mail. - Prepare and send birthday and anniversaries cards to overseas personnel. - Post newsletters from overseas personnel on SA Inform. - Handle standard requests for information on lay mission service. - Inform the Officers Services and Records Department of any needed change in Overseas Officer information. - Arrange for storage space, car rentals, room reservations, cell phones, and (as needed) doctor appointments for overseas personnel. - Arrange for the use of THQ housing for overseas personnel on Homeland Furlough. - Maintain Non-USA Service Fund and Resettlement Grants Funds file for Overseas Officers. - Maintain an address file/database for active and former overseas personnel. - Process the Amalie Roeser Endowment Christmas distribution. - Maintain and keep current the Salvationist International Service Bulletin Board and mail post cards on a regular basis. - Prepare Annual Report of International Personnel as requested by leadership. - Check IHQ Electronic Bulletin Board for International Appointments and update the Yearbook for reference.
Other Undertake special assignments and projects as requested by the Secretary for Personnel and the Executive Assistant.
Qualifications
Associate's Degree
5-7 years of related experience
Excellent computer skills.
Able to manage time efficiently.
Able to maintain strict confidentiality.
Able to manage multiple projects/tasks at a time.
Have a thorough knowledge of and proficiency with Microsoft Suite: Outlook, Office, Excel, and Forms.
What We Offer
Generous Medical, Dental, Vision Benefits
TSA paid Life Insurance for Employees
Additional life insurance options for employees
On-site cafeteria
Paid Time Off - Vacation, Sick, Personal days
403(b) retirement savings plan
Non-contributory Pension Plan
Professional Development
Free, on-site Fitness Center
Federal holidays
Opportunities to give back and support our communities
All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability or protected veteran status.
Job LocationsUS-NY-West Nyack
Job ID 2025-14243
Category Administrative
Compensation Min USD $30.21/Hr.
Compensation Max USD $32.96/Hr.
Type Regular Full-Time
