Administrative Assistant - President's Wife

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Job Details

Title Administrative Assistant - President's Wife
Campus: Ontario, California
Department: Office of the President
Reports to: Executive Asst. to the President
Exempt: No
Position Status:

Regular Part-time 


Effective: February 2023
Summary: Provides general administrative support for the President’s wife and President’s office.
Essential Duties & Responsibilities: The following duties are considered essential to the job. With or without reasonable accommodation, qualified individuals must have the ability to:
    • Create and maintain the work and personal calendars, contact lists, and files for the President’s wife.
    • Develop and edit presentations, handouts, speeches and materials for engagements.
    • • Facilitate special events and assist with hostess duties by creating menus, working with caterers, purchasing supplies, coordinating with other departments, doing set-up and clean-up, taking minutes in meetings, budgeting and recordkeeping, planning special outings with meals and transportation for groups hosted by the President’s wife, and creating and circulating event communication pieces such as flyers, instructions, emails, etc.
    • Perform receptionist duties in the President’s office.
    • Clean and maintain the kitchen and supply closet in the President’s office.
    • Perform additional duties as required.

Job duties are not limited to the list shown above and may be revised from time to time as deemed appropriate by the Seminary.

Core Values Gateway Seminary is a confessional institution owned by the Southern Baptist Convention. While the seminary serves the larger evangelical Christian community, employees must embrace the values and standards the seminary represents as it fulfills its mission of shaping Christian leaders. Employees are expected to abide by the Baptist Faith and Message 2000, as well as our bylaws, and be an active member in their local church.
Competencies To perform the job successfully, an individual should demonstrate the following competencies:

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; A can-do attitude is required to do “whatever it takes” in an ever-changing office environment.

Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Technical Skills: Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Oral Communication: Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings.

Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed; Promotes an atmosphere of constant improvement.

Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem-solving situations.
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 and/or Experience: Bachelor’s degree (B.A.) from a college or university in English or Social Science; or two to four years related experience and/or training; or equivalent combination of education and experience.

Computer Skills: To perform this job successfully, an individual should have knowledge of and experience with MS Office Suite software (Power Point, Access, Excel, Outlook, and Word).

Language Skills: Ability to communicate in a clear and concise manner; Ability to read and interpret documents such as guidelines and procedures information; Ability to communicate effectively and specifically to address problems with management; Ability to lead and influence people or groups of people toward the achievement of goals.

Writing Skills: Ability to compose correspondence in a clear and concise manner.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Additional Requirement: Must be able to work a flexible schedule to accommodate occasional evenings and weekends.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions. While performing the duties of this job the employee is required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear; the employee is frequently required to sit. The person is occasionally required to stand and walk. Must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and ability to focus and drive an automobile.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet, though moderate noise can occur at meetings and social events. It is a well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.


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