The Operations Administrative Assistant (OAA) serves under the direction of the Chief Operations Officer (COO) to provide administrative support in all aspects of the role of that position. This role provides professional proofreading and editing of monthly devotions, policies, and other documents. This role manages the COO’s expense reporting as well as the ordering and organization and distribution of materials for DEI book studies, workshops, and committee meetings. This position manages all aspects of COO’s internal calendar meetings and events as well as MTM-related external engagements including schedules, agendas, travel, lodging, communication, and materials. This role provides meeting minutes as directed and maintains confidentiality at all times.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
· Manage COO appointment calendar.
· Manage internal meetings and external MTM-related engagements, including scheduling, travel, lodging, communication, materials, meeting room reservations, event set up and tear down, and feedback surveys. Meetings include DEI committee, DEI Book Clubs, System of Care Meeting, and other meetings not named here.
· Order books (COO), journals, pens, and other supplies for meetings and DEI needs.
· Prepare agendas and record minutes during all requested meetings, maintaining impartiality and confidentiality at all times.
· Manage COO expense reporting and Nexonia account.
· Provide professional editing for COO publications, policy/procedure/process documents, employment documents, and job descriptions.
· Models professionalism, in appearance, demeanor, decision-making, and speech
· Prefer minimum 2 years of administrative assistant experience
· Proficient with Microsoft Office Suite, particularly Outlook, SharePoint, PowerPoint, Excel
· Skilled at producing reports quickly with attention to detail
· Skilled at managing Outlook calendar schedules
· Excellent written and verbal communication skills, including business writing
· Regular standing, walking, climbing, crouching, bending, pushing, or pulling
· Understand, speak, read, and write fluent English
· Ability to communicate verbally and to accurately hear, with hearing correction
· Ability to see 20/20, with vision correction
· Able to lift up to 20 pounds regularly
· Able to use fine motor hand functions
We expect all staff to project and exemplify a passion for a faith-based approach to advocacy for the guests, to be humble, supportive team players, who acknowledge their gifts and those of others, are truthfully transparent, seek input from others, admit and learn from mistakes, are highly coachable and approachable. We expect a hungry, innovative, goal-oriented, eager contributor, who shows a dedicated work ethic. We expect our staff to exhibit empathy, compassion, active listening, to be self-aware, sensitive across racial, class, and cultural lines, ethics, and approachability. We look for work habits of punctuality, dependability, accountability, responsibility, cooperation, team participation, integrity, problem-solving, and overall positivity.
These attributes, combined with the performance of one’s duties and achievement of goals will be equated with the quality of one’s overall job performance. Please refer to them often and feel free to ask for feedback on these areas regularly.