The Salvation Army Administrative Assistant in Honolulu, Hawaii

Requisition Number


Post Date



Administrative Assistant









Department: Development

Position Title: Administrative Assistant to the Chief Development Officer

Supervisor: Chief Development Officer

FLSA Status: Non-exempt, full-time

Date: September 2017

General Statement: The Salvation Army is a branch of the Christian Church, and the

ultimate goal of all programs is a spiritual regeneration of all people.

MISSION STATEMENT: The Salvation Army, an international movement, is an

evangelical part of the universal Christian Church. Its message is based on the Bible. Its

ministry is motivated by love for God. Its mission is to preach the Gospel of Jesus Christ

and meet human needs in His name without discrimination.

Corps/Unit Mission Statement

JOB SUMMARY: The Administrative Assistant to the Divisional Development

Director is responsible for providing administrative support for the Development

Department. Duties include scheduling of appointments and travel, support for Advisory

Board activities, including preparing agendas and minute taking and preparing reports.

Administrative Assistant will also assist with planning and execution of donor cultivation

events, and other duties as assigned.


 Valid driver’s license

 Bachelor’s Degree

 3+ years administrative work-related experience

 Computer proficient in MS Word, Excel, Outlook, Mail merge, PowerPoint

 Familiarity with relational databases

 Type 60 wpm

 Excellent written and verbal communication skills

 Excellent spelling & grammar


 Office Maintenance and Support:

 Provide administrative support to the Chief Development Officer.

 Prepare and distribute correspondence as needed.

 Manage telephone and electronic communications.

 Prepare documents on a spreadsheet.

 Handle confidential information relating to clients and personnel.

 Update, maintain and generate donor lists.

 Assist in coordination of Development function and events.

 Maintain donor files.

 Keep track of and order supplies for office and Xerox machine as needed.

 Assist in mailing all correspondence to THQ.

 Mailing all Federal Express documents to THQ.

 Make all travel arrangements for Development Staff.

 Process and submit necessary paperwork for CFC.

 Assist with the general operation of the Development Department.

 Advisory Board:

 Assist the Directors in scheduling of Board committee meetings and other


 Responsible for pickup and setup of lunches for committee meetings (i.e.

Program, Nominating, Property, and Executive Committees).

 Responsible for keeping Board Directories, Board Orientation Materials and

Induction process organized and updated.

 Responsible for assisting with Advisory Board participation and coordination of

Holiday Appreciation Party.

 Assist in the production of quarterly reports for Advisory Board.

 Responsible for note taking and distribution of agenda and minutes for all Board

Committee Meetings and Advisory Board Meetings.

 Grants:

 Meet with Grants Writer and Chief Development Officer to plan and execute

grant process

 Assist with coordinating all documents for submittal of grants

 Help obtain signatures on documents

 Follow up on questions re: submittal, and get info to re-do budgets when


 Donor Relations:

 Maintain and track contacts with donors and prospective donors in database.

 Keep familiar with the various gift agreement procedures.

 Learn the functioning of the Donor Management System and assist in preparing

reports from it.

 Prepare all necessary documents to assist in establishing major gifts for the


 Community Development:

 Coordinate Advisory Board participation for community events which include,

but not limited to: Holiday Bell Ringing, Thanksgiving Dinner, etc.

 Partners in Community Service (PICS) – work closely with Development

Coordinator on logistics and Advisory Board participation.

 Help to coordinate contract approval with CFC and obtain deposit for event.

 Write thank you letters from Community events (Include but not limited to:

Partners in Community Service, Foodland Give Aloha, CEO Sleepout, etc.)

 Become familiar with all of The Salvation Army programs.


Performs other duties as assigned.


 Work under stressful conditions

 Interact with others with courtesy and tact

 Manage and prioritize multiple projects in an organized and efficient manner to meet

tight deadlines

 Respond to crisis situations in a calm and effective manner

 Complete projects on schedule

 Maintain confidentiality

 Maintain regular and punctual work attendance


The position requires sitting; climbing and/or balancing; stooping, kneeling, bending,

stretching, crouching and/or crawling; standing; walking; manual dexterity and eye-hand

coordination; use of vision; driving a vehicle; pushing/pulling/lifting/carrying up to 25

pounds and occasionally more than 50 pounds; traveling by airplane.


The position requires talking to co-workers, clients, vendors; requires written

communication to and from co-workers, clients, vendor; talking on the telephones;

requires responding to written or verbal requests of co-workers, clients, and vendors;

requires training/giving verbal and written instructions; requires receiving verbal and

written instructions; requires writing/composing written language; requires reading;

requires visiting/working at other worksites; requires communication via the latest



 Valid Hawaii driver’s license

 Travel off-island as necessary (if needed)


Use office equipment such as computers, photocopiers, scanners, calculators, etc.


Most work will be indoors at Divisional Headquarters. Attendance at trainings in Hawaii

may be required (if needed).


The information in this job description indicates the general nature and level of work performed by an

employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties,

responsibilities, and qualifications of employees assigned to this job. Management has the right to add to,

revise, or delete information in this description. Reasonable accommodations will be made to enable

qualified individuals with disabilities to perform the essential functions of this position. Employee will be

required to follow any other job-related instructions and to perform any other job-related duties requested

by management. This document does not create an employment contract, implied or otherwise, other than an "at will"

employment relationship.

Employee’s Signature: Date

REVISED: 9/27/17

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

  • Please view Equal Employment Opportunity Posters provided by OFCCP


  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access

to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure

is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41

CFR 60-1.35(c)

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