Admin Assistant to the Chief Development and Communication Officer

Girl Scouts of Southwest Texas (GSSWT) is headquartered in San Antonio, TX and serves more than 10,000 Girl Scouts (girls and adults) across 21 counties in southwest Texas. Girl Scouts is the world’s preeminent leadership development organization for girls, building girls of courage, confidence, and character, who make the world a better place.

The Administrative Assistant to the Chief Development and Communication Officer provides administrative support to the Development and Communications department.   

Essential Duties and Responsibilities

• Provides administrative support to ensure efficient operation of department.
• Maintains department records, including membership, volunteerism, and program data, memorandum of understandings,       and superintendent letters.
• Answers phone calls and emails. Supports visitors when required. Triage communication as needed.
• Receives and opens all incoming department mail.
• Prepares agendas and coordinates for committees, staff, and other meetings.
• Attends Board and committee meetings as requested to provide administrative support.
• Transcribes, composes, and distributes meeting minutes.
• Maintains the departments calendar scheduling required meetings.
• Supports staff in assigned project-based work.
• Maintains volunteer system database by entering case management information accurately and timely.
• Performs additional duties as assigned in support of the council’s mission and goals.

NOTE: This job description is not intended to be all inclusive and does not constitute a contract.

Competencies and areas of expertise may include:

•  Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Dependability – Commits to doing the best job possible; follows instructions and responds to management direction; keeps commitments, meets attendance and punctuality guidelines; responds to requests for service and assistance; takes responsibility for own actions.
• Quality – Monitors own work to ensure quality; looks for ways to improve and promote quality; displays commitment to excellence; demonstrates accuracy and thoroughness; applies feedback to improve performance.
• Use of Technology – Keeps technical skills up to date; adapts to new technologies; demonstrates required skills; troubleshoots technological problems; uses technology to increase productivity.
• Job Knowledge – Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; displays understanding of how job relates to others.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education/Experience: Associate’s degree or equivalent from two-year college or technical school; or three to five years related experience and/or training; or equivalent combination of education and experience.
• Language Ability: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format.
• Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Computer Skills: Must be proficient with computer and Microsoft Office (i.e., Excel, Outlook, and Word).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position primarily performs its duties indoors and is occasionally exposed to outdoors weather conditions and/or moving mechanical parts. The noise level in the work environment is usually moderate. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include heavy visual acuity (close vision, peripheral vision and ability to adjust focus) required to perform such activities as preparing and analyzing data and figures, using a computer and extensive reading and proofing. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit, stand, walk, use hands to finger, handle or feel, and reach with hands or arms. The employee occasionally required to climb or balance and stoop, kneel, crouch, or crawl.