Executive Assistant
3.
9 Full-time 4 hours ago Full Job Description Overview:
The Executive Assistant to the Training Principal provides high level administrative, clerical, scheduling and technical support to the Training Principal, assisting in vital and often confidential duties that further the purpose of the CFOT.
The position of Executive Secretary to the Training Principal requires loyalty, accuracy, confidentiality, and trustworthiness.
The office of the Training Principal can be a fast-paced environment and speed of mind and action, and the ability to multitask and carry multiple important projects simultaneously will be required.
Responsibilities:
Cadet Interview Coordinate with Personnel Office the Training Principal's schedule of interviews with cadets at beginning of academic year.
Prepare associated documents and complete any forms as requested.
Coordinate end-of-year cadet interviews.
Calendar Assist in maintaining the TP's calendar, ensuring that all meeting details are kept up to date.
Schedule touch base meetings with the Assistant Training Principal and other staff and cadets as requested.
Filter requests for meetings with the Training Principal, clearing in advance all new meetings that are not typical of the normal schedule.
Keep a constant vigil toward future and upcoming meetings, ensuring that the TP knows which require presentations and the nature of each.
Work with the Assistant Training Principal for Administration on any scheduling concerns for the officers or cadets.
Daily review of the Education Calendar to ensure that all pertinent details are listed on TP's calendar.
Clerical Work Maintain and organize the CFOT Leadership Box and Training Principal Box, reviewing incoming email and assigning as appropriate.
Daily correspondence, open mail, review and distribute to designated departments and prioritize before placing on the Training Principal's desk.
Ensure that all mail placed in TP outbox are disseminated to the appropriate places/departments/mail.
Reply by memos or correspondence requiring reply and bring up whenever necessary and as directed.
Maintain administration records and files as needed (less paper, more digitally).
File all confidential or private materials and any copies needed not requiring volume.
Upload receipts weekly to Smart Data and ensure all monthly reconciliations and adjustments have been made.
Evaluation of Officers and Service Reviews Manage the annual Service Reviews of officers.
Ensure electronic database is updated and digital materials are emailed to officers well in advance of evaluation meetings.
Schedule Service Review meetings with officers and the Training Principal.
Ensure Service Review forms are complete and signed and then submit to THQ electronically.
Programs Create PowerPoint presentations and documents as requested for any special programs and or classes.
Brengle Holiness Institute The Training Principal serves on the staff of the Brengle Holiness Institute.
Assist in the preparation of handouts and be responsible for creating all required PowerPoints for TP classes.
Make travel arrangements as requested.
Training Principal's Classes The Training Principal will typically serve as a course instructor for one or more classes during the academic year.
As a part of that role, the Executive Assistant will be responsible for the following:
Review of the class syllabus to ensure that all teaching classes are on the calendar, and on the updated list of upcoming assignments.
Preparation of all needed PowerPoints.
Assist with submission of any materials to the class organizer.
Monitor and update the TP on any changes indicated in NEO.
Manage and monitor NEO, ensuring all resources are uploaded and all assignments are up to date.
Officers Training Commission The Training Principal is a member of the Officers Training Commission.
Arrange for travel and hotel accommodations if needed.
Keep permanent files of the minutes.
Prepare associated folders or conduct research as assigned.
Ensure agendas and meeting minutes are prepared and submitted in a timely manner.
Ensure correspondence is timely and consistent between all members of the OTC.
Monitor and manage the NHQ OTC Teams group, uploading documents as required and downloading necessary Minutes and forms as needed.
Specialling Assist the Training Principal with any preparations associated with specialling away from CFOT.
This would include creation of graphics and PowerPoints, logistics, etc.
Advise officers of requests for their participation in corps, retirement celebrations, and other special functions.
Check schedule to ensure these requests do not interfere with CFOT special events, Spiritual Days, classes, etc.
Strategic Oversight Council Support the Training Principal with all coordination and administrative work needed for this group.
Ensure that appropriate letters of thanks are sent from the TP to those rotating off the Council Ensure that appropriate letters of welcome are sent from the TP to those joining the Council.
Prepare any PowerPoints needed for the Principal's Report Prepare agenda and distribute Minutes to appropriate personnel and boards.
Annually update the SOC membership document (names, emails, phone numbers, etc.
) Schedule and coordinate SOC Dinner and other catering events related to the SOC meeting.
Distribute forms and correspondence related to SOC in a timely and consistent manner.
Prepare financial reimbursements related to travel for participating SOC members.
Qualifications:
Bachelor's degree (B.
A.
) from four-year college or university and three to five years related experience; or equivalent combination of education and experience Must be detailed oriented, highly motivated and have a pleasant personality.
Must be skilled and comfortable in working with technology including databases, email, Office 365.
etc Must be skilled and comfortable with all Microsoft Office suite, including Word, Excel (including the creation of graphs and tables) and PowerPoint.
Must be able to create and edit Publisher documents.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
9 Full-time 4 hours ago Full Job Description Overview:
The Executive Assistant to the Training Principal provides high level administrative, clerical, scheduling and technical support to the Training Principal, assisting in vital and often confidential duties that further the purpose of the CFOT.
The position of Executive Secretary to the Training Principal requires loyalty, accuracy, confidentiality, and trustworthiness.
The office of the Training Principal can be a fast-paced environment and speed of mind and action, and the ability to multitask and carry multiple important projects simultaneously will be required.
Responsibilities:
Cadet Interview Coordinate with Personnel Office the Training Principal's schedule of interviews with cadets at beginning of academic year.
Prepare associated documents and complete any forms as requested.
Coordinate end-of-year cadet interviews.
Calendar Assist in maintaining the TP's calendar, ensuring that all meeting details are kept up to date.
Schedule touch base meetings with the Assistant Training Principal and other staff and cadets as requested.
Filter requests for meetings with the Training Principal, clearing in advance all new meetings that are not typical of the normal schedule.
Keep a constant vigil toward future and upcoming meetings, ensuring that the TP knows which require presentations and the nature of each.
Work with the Assistant Training Principal for Administration on any scheduling concerns for the officers or cadets.
Daily review of the Education Calendar to ensure that all pertinent details are listed on TP's calendar.
Clerical Work Maintain and organize the CFOT Leadership Box and Training Principal Box, reviewing incoming email and assigning as appropriate.
Daily correspondence, open mail, review and distribute to designated departments and prioritize before placing on the Training Principal's desk.
Ensure that all mail placed in TP outbox are disseminated to the appropriate places/departments/mail.
Reply by memos or correspondence requiring reply and bring up whenever necessary and as directed.
Maintain administration records and files as needed (less paper, more digitally).
File all confidential or private materials and any copies needed not requiring volume.
Upload receipts weekly to Smart Data and ensure all monthly reconciliations and adjustments have been made.
Evaluation of Officers and Service Reviews Manage the annual Service Reviews of officers.
Ensure electronic database is updated and digital materials are emailed to officers well in advance of evaluation meetings.
Schedule Service Review meetings with officers and the Training Principal.
Ensure Service Review forms are complete and signed and then submit to THQ electronically.
Programs Create PowerPoint presentations and documents as requested for any special programs and or classes.
Brengle Holiness Institute The Training Principal serves on the staff of the Brengle Holiness Institute.
Assist in the preparation of handouts and be responsible for creating all required PowerPoints for TP classes.
Make travel arrangements as requested.
Training Principal's Classes The Training Principal will typically serve as a course instructor for one or more classes during the academic year.
As a part of that role, the Executive Assistant will be responsible for the following:
Review of the class syllabus to ensure that all teaching classes are on the calendar, and on the updated list of upcoming assignments.
Preparation of all needed PowerPoints.
Assist with submission of any materials to the class organizer.
Monitor and update the TP on any changes indicated in NEO.
Manage and monitor NEO, ensuring all resources are uploaded and all assignments are up to date.
Officers Training Commission The Training Principal is a member of the Officers Training Commission.
Arrange for travel and hotel accommodations if needed.
Keep permanent files of the minutes.
Prepare associated folders or conduct research as assigned.
Ensure agendas and meeting minutes are prepared and submitted in a timely manner.
Ensure correspondence is timely and consistent between all members of the OTC.
Monitor and manage the NHQ OTC Teams group, uploading documents as required and downloading necessary Minutes and forms as needed.
Specialling Assist the Training Principal with any preparations associated with specialling away from CFOT.
This would include creation of graphics and PowerPoints, logistics, etc.
Advise officers of requests for their participation in corps, retirement celebrations, and other special functions.
Check schedule to ensure these requests do not interfere with CFOT special events, Spiritual Days, classes, etc.
Strategic Oversight Council Support the Training Principal with all coordination and administrative work needed for this group.
Ensure that appropriate letters of thanks are sent from the TP to those rotating off the Council Ensure that appropriate letters of welcome are sent from the TP to those joining the Council.
Prepare any PowerPoints needed for the Principal's Report Prepare agenda and distribute Minutes to appropriate personnel and boards.
Annually update the SOC membership document (names, emails, phone numbers, etc.
) Schedule and coordinate SOC Dinner and other catering events related to the SOC meeting.
Distribute forms and correspondence related to SOC in a timely and consistent manner.
Prepare financial reimbursements related to travel for participating SOC members.
Qualifications:
Bachelor's degree (B.
A.
) from four-year college or university and three to five years related experience; or equivalent combination of education and experience Must be detailed oriented, highly motivated and have a pleasant personality.
Must be skilled and comfortable in working with technology including databases, email, Office 365.
etc Must be skilled and comfortable with all Microsoft Office suite, including Word, Excel (including the creation of graphs and tables) and PowerPoint.
Must be able to create and edit Publisher documents.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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