Leadership & Administration Manager

Position Summary: The Leadership Support Specialist serves as a key administrative and operational partner within the Divisional headquarters, providing high-level support to both the General Secretary and the Divisional Leader for Officer Development. This dual role position combines executive-level administrative functions with oversight of the front desk/reception area and coordination of divisional events. The role requires exceptional organizational skills, discretion, and a high-level commitment to confidentiality, as it involves access to sensitive legal documents and executive communications.

In addition to administrative responsibilities, the position plays a vital role in supporting divisional events by creating and producing content for gathering such as Officers councils, Women's Officer Retreats, Retired Officers' events and other special functions. This position does require some travel throughout the division.

Essential Responsibilities:

Executive & Administrative:

• Provide direct administrative assistance to the General Secretary and Divisional leader for Officer Development

• Manage calendars, schedule meetings, coordinate travel and prepare itineraries
• Draft, proofread and format correspondence, reports and presentations
• Transcribe meeting minutes and distribute agendas and follow-up materials
• Monitor and manage the leadership email inbox and confidential departmental email inboxes

Reception & Office Coordination

• Supervise and manage the front desk/reception area of the DHQ building, ensuring a professional and welcoming environment
• Greet visitors, answer and route calls and handle general inquiries
• Train and oversee any volunteers or support staff for the DHQ front desk/reception area

Confidentiality & Document Management

• Maintain strict confidentiality in handling sensitive legal documents, personnel files and internal communications
• Ensure secure filing, storage, and disposal of confidential materials in accordance with legal and organizational standards
• Use proper chain-of-custody practices for legal documents and other sensitive materials

Event Support & Content Creation

• Assist in the planning, coordination and content creation for divisional events including Officers Councils, Women's Officer Retreats, Retired Officers gatherings, and other special events
• Design and produce printed digital materials such as programs, signage, presentations and promotional content
• Travel to various locations within the division to support events, provide on-site administrative assistance and ensure smooth execution

Operational and Functional Coordination

• Process expense reports, purchase orders and departmental invoices
• Assist with budget tracking and office supply management
• Coordinate internal projects, meetings and divisional events

Communication & Liaison Duties

• Serve as liaison between leadership and other departments
• Facilitate cross-functional communication and resolve scheduling conflicts
• Represent the department professionally in all interactions
• Special occasions communication including Silver Star, Continuing Education, E-gifter, birthday cards and funeral acknowledgements
• Perform other duties as assigned

Qualifications:

Education/Experience:

• Associate or bachelor's degree preferred
• Proven experience in administrative or executive support roles, preferably in legal, nonprofit, or government settings
• Experience or aptitude in event planning, content creation and basic graphic designer desktop publishing

Skills, Knowledge & Abilities:

• Demonstrated ability to handle confidential information with integrity and discretion
• Strong organizational and multitasking abilities
• Willingness and ability to travel throughout the Great Lakes Division as needed with occasional evening or weekend hours
• Professional demeanor and presentation
• Excellent written and verbal communication skills

Computer Skills:

• Proficient in Microsoft Office 365 and other productivity tools
• Working knowledge of TEAMS and SharePoint
• Willingness to learn new software as needed

Certificates and Licenses:

• Complete Safe From Harm training and keep current as needed
• Must have and maintain a current valid driver's license and pass the Salvation Army Motor Vehicle Record check (MVR)