Sr. Administrative Assistant, International Countries

About the Role

The Sr. Administrative Assistant provides support to the Senior Director through detailed communications, managing schedules, and coordination of projects, tasks, and appointments. The successful candidate will combine technical skills with strong communication to continuously improve the International Countries Division while maintaining integrity for the needs of the division and its membership.

Responsibilities

• Assist with daily operations of the International Countries Division, including managing and scheduling meetings and appointments for the Senior Director.
• Manage all aspects of travel plans for the Senior Director, maintaining information for legal and fiscal requirements as necessary.
• Handle incoming communications for the Senior Director and ensure effective time allocation to meet all requirements.
• Apprise the Senior Director of upcoming division responsibilities, projects, reports, and completed tasks while minimizing interruptions.
• Maintain and submit expense receipts and reports via Concur for the Senior Director.
• Create and maintain letters, reports, memos, meeting agendas, and other documents for the Senior Director, International Division, International Countries Committee, Working Groups, and others.
• Lead research projects by gathering data and materials, then creating related reports as requested by the Senior Director.
• Maintain and ensure the integrity of the National Leadership Team database.
• Assist with conference and convention preparations, including presentation development, itinerary, and travel arrangements.
• Safeguard and handle all confidential materials with strict confidentiality.
• Provide logistical support, including scheduling transportation, lodging, and hosting for International Countries Committee, International Directors, Regional Directors, and guests for training and meetings at International Headquarters.
• Communicate regularly with International Countries Committee, International Directors, Regional Directors, and other leaders to ensure administrative responsibilities are met.
• Develop and distribute the book of reports for the International Countries Committee and relevant sub-committees or working groups, including preparing reports and meeting minutes.
• Coordinate with the Finance Division regarding International Countries Committee reports, salary information, and other projects as requested.
• Manage the production of agendas, orientation, and training materials for International Convention.
• Maintain and update National Leadership Team salary information, onboarding/offboarding processes, and organizational structure in databases and SharePoint lists.
• Manage contact information and databases for the International Countries Committee, National Leadership Team, and Regional Field Officers.
• Update standard operating procedures for processes within the International Division.
• Assist with materials and agenda development for Regional Field Officers, Regional Directors, and National Leadership Teams annual training.
• Analyze current practices to determine efficiency and recommend improvements.
• Take and distribute meeting minutes.
• Oversee workflow and coordination of multiple projects, tasks, and deadlines.
• Manage outgoing correspondence—email, post, and telephone.
• Organize, store, and retrieve data and information.
• Field calls, emails, and written correspondence requests for Scriptures and other inquiries according to policy.
• Provide tours of TGI Headquarters to guests as scheduled.
• Participate in division team meetings, daily morning staff devotions, and kitchen/coffee duties as per schedule.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree or equivalent experience.
• 10+ years of executive-level administrative experience or equivalent work experience.
• Proficiency in Microsoft Office applications and ability to learn new software as necessary.
• Strong analytical and communication skills.
• Ability to follow verbal and written instructions.
• Ability to manage detailed information while maintaining a big-picture perspective.
• Proven ability to prioritize, make decisions, and challenge the status quo.
• Positive attitude, business acumen, and problem-solving skills.
• Ability to handle ambiguity and foster open communication.

Skills

• Process management and decision quality.
• Problem-solving and dealing with ambiguity.
• Perspective and ability to drive improvements.
• Proficiency in PC and widely used software applications.

Working Relationships

Reports to: Senior Director, International Countries Division

Works closely with: Director, IHQ Operations, Headquarters Staff, International Countries Committee, International Directors, and Regional Directors.

Work Environment and Schedule

• Climate-controlled office environment.
• 8-hour workday with a hybrid schedule: telework Monday & Friday, in-office Tuesday, Wednesday, Thursday.
• Variations in work volume may require extended hours or in-office work on a Monday or Friday.

Qualifications

• Successful completion of a drug and background screen.
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions, including standing, walking, sitting, talking, and hearing.

Mission Critical Competencies

Shared Values

• Integrity
• Excellence
• Open Communication
• Stewardship

Core Competencies

• Actively learns, demonstrates, and fosters the organization’s culture in all actions and words.
• Takes personal initiative and serves as a positive example for others.
• Understands fundamental business drivers and provides strategic recommendations to management.
• Balances big-picture perspective with detailed information.
• Distinguishes priorities and makes decisions accordingly.
• Fosters open communication and approachability.
• Positive and constructive attitude.
• Business acumen and process management.
• Strong decision-making and problem-solving skills.
• Ability to deal with ambiguity and challenge the status quo.