Executive Assistant – Tucson, Arizona

The Executive Assistant – (Tucson, Arizona) Performs high-level professional administrative duties in support of the Engineering Department with a dotted line to support the Finance and HR departments. Manages day-to-day operations of the Engineering Department, organizes and maintains files and records, calendar management, time-off calendaring system and travel coordination. Also provides basic administrative support to the Finance and HR departments. The position requires excellent administration and organizational skills, and proficiencies in all Microsoft Office applications.

Use your talents and expertise to make an impact for Christ in our world. For over 50 years Family Life Communications has been communicating the love of Christ through our network of radio stations.

ESSENTIAL FUNCTIONS

  • Performs various administrative functions including, but not limited to, preparing presentations, coordinating various meetings, compiling/disseminating agendas, attending weekly meetings, taking minutes & action items, prepares/proofreads/edits correspondence/memos/reports and other documents, maintains filing system and coordinates travel for the Engineering department
  • Manages the time-off calendaring system for the Engineering Department
  • Proactively supports budget management for the Engineering Department; is responsible for knowing budget status at all times. Tracks and monitors budget expenditures including authorizing expenditures in some cases
  • Reconciles financial transactions for the Engineering Department, pre-approves and reviews expenditures for accuracy; prepares and processes purchase orders and other business transactions; examines monthly Statement of Earnings for unusual activity or misappropriated funds and notifies the Chief of Engineering and Directors of such
  • Coordinates all Chief of Engineering business activities, maintains calendar, and represents COE at meetings and in general communications in addressing issues; acts as liaison between staff and COE on daily administrative activities
  • Manages and implements all Engineering Department activities (birthdays, staff meetings etc.,) by coordinating with other departments for suitable meeting times and details of events
  • Responds to management and department requests for information and resolves Engineering Department sensitive issues
  • Assists the Engineering Department by ensuring contracts/agreements are entered correctly into ServiceDesk
  • Provides assistance to the department’s staff, as needed
  • Manages the “Engineering” calendar in Outlook, communication of department members’ staff vacations or other approved time-off as noted
  • Responds to management and departments’ requests for information and resolves operational sensitive issues
  • Maintains MS Project and Excel Spreadsheet updates for Engineering Department
  • Interprets and implements Family Life Communications rules, regulations, policies and procedures
  • Performs various administrative duties to assist the HR Manager including, but not limited to applicant tracking, resume and application review, response and routing, conducting pre-screens and scheduling interviews
  • Reports and processes workers’ compensation claims and ensures appropriate OSHA recordkeeping
  • Processes new hire and termination tasks
  • Performs other projects/assignments as assigned

NON-ESSENTIAL FUNCTIONS

  • Supports ministry strategic initiatives and serves on SDWT as assigned
  • Facilitates the ordering of business supplies
  • Other projects/assignments as assigned

EDUCATION AND/OR EXPERIENCE:

  • Bachelor’s degree in Business or field pertinent to work unit AND two years of directly related administrative experience; OR,
  • Four (4) years of progressive responsibility in an administrative support role with at least two (2) of those years being in an executive assistant support role

KNOWLEDGE, SKILLS & ABILITIES:

  • Knowledge of accounting and budgeting procedures and techniques
  • Strong PC skills including proficiency with Microsoft Office (Project, Outlook, Word, Excel, PowerPoint)
  • Knowledge of administrative principles and practices
  • Excellent calendar management skills
  • Strong organizational and decision-making skills with skill in planning, coordinating activities, and establishing priorities
  • Excellent written and verbal communication skills including ability to write, edit and proof business documents
  • High level of interpersonal skills being able to communicate tactfully and professionally interact with all levels of internal and external customers
  • Ability to demonstrate professional demeanor and confidently handle sensitive and confidential information
  • Ability to handle sensitive and confidential situations with demonstrated poise, tact and diplomacy
  • Ability to work both efficiently and effectively under pressure
  • Ability to problem solve and make timely decisions
  • Analytical skills to extract and verify data
  • Strong in detail-oriented task performance, with ability to handle multiple tasks and projects
  • Strong analytical skills to extract and verify data
  • Ability to work independently with only general supervision, exercising sound and professional judgment

OTHER MINIMUM QUALIFICATIONS:

  • Proficient in internet and other types of research and database use

Our cutting-edge team provides a competitive salary and a comprehensive benefits package. If you would like to use your gifts and talents to serve Christ, please complete the application below and send with cover letter and resume to:

E-mail: hr@flc.org

or:

Family Life Communications Incorporated
Attn: Human Resources Department
PO Box 35300
Tucson, AZ 85740

Fax Number: 520-469-7314

*No submissions will be considered without a completed/signed employment application.

 

Download Job Application Form (WORD)
(MS Word Format, 220KB)

Download Job Application Form (PDF)
(Adobe Reader Format, 42KB)