Executive Assistant - The Salvation Army Eastern Territory

Location:Greater Hartford Area Services & Hartford Citadel (Hartford, CT)

Status: Non-exempt, Full-time

Hours Per Week: 40

Schedule: Monday – Friday; 8:00 am – 4:30 pm (includes one 30-minute unpaid meal break and two 15-minute paid breaks per day) On-call for emergencies. Must be available for Thanksgiving, Christmas, and special events.

Purpose of Position: Provides administrative assistance to the Greater Hartford Area Coordinators and assists with the general oversight of the day-to-day operations for Greater Hartford Area Services (GHAS).  Provides direct management of the following: property, social services casework, holiday assistance programs, emergency disaster services, and volunteer services.

• Serve as a positive and professional representative of The Salvation Army.
• Provide administrative assistance to the Greater Harford Area Coordinators and perform general office duties.
• Handle all confidential written and verbal correspondence.
• Greet the public over the phone and in person.
• Prepare visual presentations, flyers, and other print materials as requested.
• Process all contracts, legacies, endowments, wills, and bequests.
• Attend and record minutes of all management meetings, corps council meetings, Christmas planning meetings, and advisory board meetings.
• Maintain and record monthly statistics.
• Assist with the general oversight and coordination of all programs.
• Maintain a current copy of the CT licensing and regulation requirements for childcare centers.
• Maintain KeepSAfe and other training records for employees and volunteers.
• Supporting special events by preparing invitations and materials, securing vendors and donations, handling RSVPs, and managing event logistics.
• Assist with the recruitment, registration, and coordination of the GHAS youth summer camp.
• Working closely with the Divisional Advancement Department in all matters relating to special events, fundraising, and public relations, including Holiday Store Kick-Off, Kettle Campaign, Annual Appreciation Luncheon, LemonAiD, and donor tours as directed by the supervisors.
• Maintain the office calendar and bring up files for the Greater Hartford Area Coordinators.
• Be aware and mindful of the fiscal position of all programs and services.
• Following The Salvation Army policies and procedures.
• Approve GHAS property and casework staff expenditures in the absence of Greater Hartford Area Coordinators.
• Maintain all files on issues pertaining to areas of responsibility.
• Represent the supervisors at community meetings as directed.
• Provide other services as required for the efficient functioning of The Salvation Army.
• Provide direct supervision of casework, holiday assistance programs, volunteer services, property, and emergency disaster services.
• Assist with seasonal programs and activities, including Christmas applications, toy collection, Christmas distribution, Adopt-a-Family, Thanksgiving meals, Christmas meals, and Coats for CT. (Thanksgiving and Christmas meals require working until noon on those holidays).
• Coordinate the Angel Tree program.
• Send thank you acknowledgments to holiday program partners.
• Coordinate recruitment and registration for GHAS youth summer camp.
• Work closely with the Divisional Advancement Department in all matters relating to special events, fundraising, and public relations.
• Cultivate and strengthen relationships with local companies and businesses.
• During the Kettle Campaign, assist with counting, sorting, and depositing donations as needed.
• Provide direct supervision of casework staff, including recommendations and training for new hires, biweekly supervision, completion of performance evaluations, support, and accountability to fulfill job duties.
• Adhere to The Salvation Army policies and procedures, compliance with grant and contract requirements, and program alignment with The Salvation Army mission.
• Record data and outcomes needed for grant applications and grant reports related to casework services.
• Receive and respond to volunteer requests.
• Recruit, screen, process applications, and provide KeepSAfe and other training as necessary.
• Maintain volunteer records.
• Participate in select volunteer activities and supervise volunteers.
• Coordinate group volunteer projects by completing the project template, purchasing needed materials, gathering appropriate paperwork, etc.
• Provide direct supervision of Custodian, which includes recommendations and training for new hires, biweekly supervision, completion of performance evaluations, support, and accountability to fulfillment of job duties,
• Adhere to The Salvation Army policies and procedures and health code standards.
• Obtain estimates and serve as project manager per request of the Greater Hartford Area Coordinators.
• Process all paperwork for capital projects, property requisitions, large purchases, and building rentals.
• Schedule room usage and vehicle usage.
• Issue and receive keys.
• Arrange for vehicle inspections, maintenance, and repairs.
• Receive work orders and delegate appropriate tasks to property staff.
• Contact contractors and companies to seek estimates and make repairs as needed. (Always seek approval from the supervisors before authorizing professional services.)
• Attend local emergency management quarterly meetings in the absence of the Greater Hartford Area Coordinators.
• Assist the supervisors with the management of emergency and disaster responses.
• Maintain current files on emergency disaster volunteers.

• Must embrace, support, and reflect well on The Salvation Army’s mission and values.
• Previous administrative assistant experience is required; a Bachelor’s degree in a related field is preferred.
• Previous supervisory experience is required.
• Previous experience in a non-profit setting that provides human services is strongly preferred.
• Excellent people and organization skills.
• Willingness to lead employees with sleeves rolled up and a positive can-do attitude.
• Ability to work in a fast-paced environment and maintain a pleasant demeanor.
• Strong oral and written skills.
• Proficient in Microsoft Office.
• Ability to handle multiple projects, establish and adhere to deadlines, and effectively manage and solve crises for positive outcomes.
• Able to multi-task in a fast-paced environment.
• Able to report to the Corps for on-call emergencies.
• Demonstrate discretion, integrity, and confidentiality in dealing with all matters.
• Effective interpersonal skills.
• Must maintain a professional appearance.
• Must complete the KeepSAfe training and other required training upon hire.
• Self-motivated and dependable.
• Strong time-management skills with the ability to organize.
• Valid driver’s license and reliable transportation required.  The license must be free of restriction by both the granting state and Chesterfield Insurance.
• Adhere to guidelines for staff responsibilities as found in The Salvation Army’s Employee Manuals.
• Will understand, respect, and promote the interest of The Salvation Army. The individual is not required to embrace the tenets of faith, but they are required to promote and respect the mission of The Salvation Army.

The Salvation Army is pleased to offer a comprehensive benefit program to full-time employees who work at least 30 hours per week, including...

• Comprehensive health care coverage, including dental/vision/hearing, with low cost employee premiums, co-pays, and deductibles
• Employer-funded pension plan (100% vested after five years of eligible service)
• Telehealth/online doctor visits
• $20K Basic Life Insurance including grief counseling services, funeral planning services, and will/power of attorney/legal document preparation (no cost to employee) 
• Voluntary life insurance
• Short-term disability coverage (no cost to employee)
• Long-term disability coverage
• Supplemental insurance coverage options (Aflac, homeowners, auto, and pet insurance)
• Flexible spending accounts for health care and dependent care
• 403(b) tax-deferred annuity plan
• Generous paid time off, including holidays, vacation, sick, personal, bereavement, and marriage leave
• Eligibility for the federal government’s Public Student Loan Forgiveness Program
• Most importantly – a job with a great purpose! 

Learn more about The Salvation Army's Southern New England Division at https://easternusa.salvationarmy.org/southern-new-england/ 

An Equal Opportunity/Affirmative Action Employer: All qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability, or protected veteran status.