Administrative Specialist

Published on 07/18/2022Hope For The Heart - Plano, TX


General Description: The Administrative Specialist is responsible for providing executive and administrative support to the Senior Leadership of the Strategic and International Operations team, while exhibiting a servant’s heart and attitude in a fast-paced, dynamic work environment. The duties of this role include administrative support of a complex nature requiring some independent judgement.

Key responsibilities: 

·         Administration:  Scheduling of calendar appointments and meeting requests; Create agendas; Reserve and prep meeting rooms; Take meeting notes and distribute resulting reports as needed; Assist with expense account processing and reporting; Assist in preparing reports, budgets, and presentation materials as needed

·         Communication: Provides regular and thorough communication to team managers/members as needed; Ensures communication loops are closed and tracks open items.

·         Confidentiality: Given the nature of this role, it is imperative that internal and external confidentiality be strictly maintained at all times.

·         Special Assignments/Responsibilities:  Takes the “hand-off” from team managers/members and provides follow-through to completion; Takes ownership of special projects as needed.

·         Coordination:  Assists in keeping departmental corporate documents organized, updated, and current.

·         Plan and Execute: Organize department activities and team building events

·         International: Help maintain and organize partner reports, distribute testimonies, and facilitate quarterly funding distributions; Schedule and help facilitate meetings with current and potential international partners; Help prepare and distribute updates from international partners.

·         Events: Assist with communication, coordination, problem solving and execution of event related initiatives/activities both in-house and off-site; Liaison with appropriate internal departments and all stakeholders/presenters as assigned by Events Manager.

·         Customer Relations: Provide administrative support to the Customer Relations Supervisor; Responds to customer inquiries through organizational pathways and systems via phone, e-mail, or in-person as trained and needed.

·         Creative Services: Provides administrative support to the Creative Services Manager

·         Other Duties as assigned.



·         Bachelor’s Degree from a four-year college or university; or 5 or more years related experience and/or training; or combination of education and experience

·         Proficient in Microsoft Suite

·         Event planning and management experience is required

·         Knowledge and experience working with international people groups preferred

·         As a representative of our mission and core values, actively contributes to the improvement of our operations, and provides prayerful support to customers

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