Executive Assistant to the VP of Sales & Marketing - Sky Ranches : Job Details

This position is critical to the ministry of Sky Ranch and contributes directly to our mission of leading youth and families to know and follow Christ. The Executive Assistant to the VP of Sales and Marketing supports the ministry of Sky Ranch by assisting with administrative tasks and the organization of daily tasks. This vital role includes but is not limited to support in the areas of communications, sales, retail, marketing, SkyMoms ministry, operational needs, travel arrangements, and special projects. ESSENTIAL DUTIES AND RESPONSIBILITIES

• Support the daily administrative needs of the Vice President of Sales and Marketing. This includes but is not limited to:
  • Answering phones promptly, taking accurate and thorough messages, and responding to requests for information in a timely manner.
  • Scheduling meetings and maintaining calendars.
  • Recording meeting minutes accurately and distributing and filing notes and follow up items.
  • Scheduling activities such as meetings, travel and departmental activities.
  • Performing general clerical duties, including preparing and proofing emails, presentations, reports, etc.
  • Providing support for ongoing departmental projects as needed.
  • Handling the purchasing and organization of departmental supplies.
  • Proofreading and editing all marketing and creative media collateral according to brand guidelines, readability, visibility and correcting grammar, spelling, punctuation.
• Support various administrative needs of the departments reporting directly to the Vice President of Sales and Marketing, including Marketing & Communications, Guest Services, Retail, and Sales. This includes but is not limited to:
  • Analyzing and reporting on metrics related to marketing efforts.
  • Providing administrative support to the Sales and Retail teams.
  • Managing donation requests and inventory from initial request, evaluation, and delivery.
  • Developing and delivering Family Camp travel catalog and summer gift baskets.
• Prepare and proofread letters, memos, and other correspondence accurately and timely. This includes both internal and external communications.
• Handle departmental filing needs, maintaining both printed and digital files in an organized manner.
• Handle accounting needs, which includes but is not limited to:
  • Preparing purchase requisitions.
  • Managing credit card receipts and related expense reports.
  • Assisting with preparation of annual budget, and monthly budget reporting.
• Assist with company-sponsored events as needed.

OTHER DUTIES AND RESPONSIBILITIES

• Maintain compliance with Sky Ranchs employee policies and procedures.
• Maintain compliance with all state and federal laws and regulatory requirements.
• Perform other duties as required.

QUALIFICATIONS EDUCATION

• Bachelors degree preferred.

EXPERIENCE

• At least three years of related work experience.
• Work experience in a ministry or camp environment is advantageous, but not required.

KNOWLEDGE

• Basic understanding of the field of business or office management.
• Knowledge of principles and processes for providing excellent customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Understanding of basic accounting principles, with ability to manage budgets proficiently and according to organizational procedures.
• Proficient working knowledge and ability to use various office software including, but not limited to, Microsoft Word, Excel, Outlook.
• Basic internet and social media skills.
• Basic understanding of brand management and English grammar, style, and punctuation.

SKILLS AND ABILITIES

• Ability to relate positively, influentially, and sensitively to a broad spectrum of persons in a variety of multi-tiered relationships and settings to include but not limited to guests (youth and families), clergy and staff of various Christian churches and organizations of all sizes, cultural identities and worship styles, co-workers, peers, and board members.
• Excellent interpersonal skills, and relationship building skills.
• Excellent verbal and written communication skills.
• Ability to investigate and analyze information and draw conclusions.
• Ability to exercise independent thinking and initiative.
• Excellent organizational skills: ability to multi-task and manage a variety of tasks.
• Ability to maintain confidentiality.
• Ability to communicate the vision of Sky Ranch to both internal and external.

OUTSIDE CONTACTS

• Guests, vendors, and contractors.

PHYSICAL DEMANDS

• Little to no effort required. Ability to use up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects.
• Ability to grasp, push, pull, carry or otherwise manipulate objects; ability to perform tasks requiring action of muscles or groups of muscles and foot and/or hand-eye coordination.

WORK ENVIRONMENT

• Works indoors in normal office environment majority of the time.

OTHER Commitment to Christian principles and teachings both professionally and personally. Must be able to fully support Sky Ranchs Doctrinal Statement. An active membership in a church whose spiritual beliefs are aligned with Sky Ranchs Doctrinal Statement. Commitment to Sky Ranchs Vision, Mission, Values (Who We A.R.E.) and Principles (WOW, Stewardship, and Excellence) demonstrated in daily behavior. Must demonstrate annually a clear background check and review of child safety practices as required for camp accreditation by the American Camping Association. Possess personal spiritual discipline that models a proactive approach toward personal, spiritual, and relational health.