Summary:
Working independently with minimal or no supervision, this position provides for and facilitates the smooth operation of the office by anticipating the needs of the Congregational Leader. Performs diverse executive secretarial, administrative support, and assists in the administration of day-to-day operations. By nature of the position, the work involves a high degree of professionalism, dealing with internal and external leadership teams. Exposure to sensitive information necessitates the use of creativity, tact, diplomacy, discretion, and judgment. The work is typically of the highest complexity and requires the ability to handle confidential information on a regular basis. The individual in this position must possess the ability to perform a variety of important, frequently urgent, confidential, and complex tasks with constantly changing priorities.
The Executive Assistant Senior is expected to behave in a manner consistent with the Core Values and must collaborate with other Associates and departments to ensure the overall mission is achieved.
Responsibilities:
1. Organizes and prioritizes, acting independently or with little supervision in handling of incoming and outgoing projects.
2. Manages all logistical aspects of the office, including:
a. Scheduling of meetings and appointments, including reserving conference rooms, arranging for set up of refreshments, audio/visual and conferencing equipment and notifying attendees.
b. Maintaining personal calendar of Congregational Leader.
c. Maintaining Council calendar.
d. Maintaining reservation books, including Council, Chaplain’s Quarters, Apartment B, Beach House, and Lake House.
e. Coordinating domestic and international travel arrangements, including confirming flights, accommodations, ground transportation shuttle services, car rentals and obtaining visas.
3. Responds to requests for information from leadership team, congregational members, employees, and the general public, utilizing the telephone, mail, Internet and e-mail. In some cases, identify issues and concerns and communicates them to the appropriate individuals.
4. Gathers and attaches appropriate information and/or files to facilitate action, pertaining to incoming internal or external communications.
5. Prepares meeting agendas and distributes to the appropriate persons.
6. Organize Council Feastday preparations – make the necessary requests to Dietary and send out notices to Council members.
7. Organize attendance at fundraising events sponsored by the Congregation – poll Sisters for availability, send out communications to the Sisters and to the organizations, coordinate drivers, provide directions, etc.
8. Copies and assembles materials and gather background and supporting documentation for distribution to the Board/Council meetings for review and decision-making purposes.
9. Prepares drafts of minutes for Board, Council, Joint Council, and SCH Members meetings for review by the General Secretary, Congregational Leader and Council and makes the necessary corrections to finalize for corporate record keeping.
10. In accordance with Board and SCH Members’ action, prepares Certificates of Action for implementation by the Finance Department.
11. Upon receiving funding requests from outside organizations, work with Congregational Leader to review and process requests. Research past funding history, complete necessary forms and documentation to move forward to Director of Social Concerns for review, to Finance to obtain checks for items approved by the Congregational Leader, or to the Board for further consideration.
12. Composes correspondence, including missioning letters, grant recipient letters, letters of decline for funding, memorandums, forms, reports and other communications from written or oral directions and ideas, and/or dictation from Congregational Leader and Congregational General Secretary.
13. Places, answers and screens telephone calls, providing information, taking and relaying messages and/or directing calls to appropriate personnel.
14. As the first point of contact between the Congregational Leader and visitors, receives and provides effective and courteous customer service to visitors to the area. Visitors include CCVI Sisters, non-CCVI Sisters, executives, employees, and the general public.
15. Conducts research on the Internet for various projects.
16. Orders office supplies and congregational stationery, as needed.
17. Orders flowers and Mass cards as requested by the Congregational Leader and Congregational General Secretary.
18. Writes checks and reconciles the Generate checking account.
19. Maintains the Generalate Petty Cash.
20. Processes Christmas card greetings/cards/checks.
21. Renders computer assistance.
22. Upon request by Congregational Leader, provides support to other congregational members including making travel arrangements and typing of correspondence.
23. Makes preparations for Jubilee, including receipt of RSVPs and organizing guest lists.
24. Assists with process of funeral arrangements of Sisters.
25. Provides secretarial support requested by Congregational Leader or General Secretary during Chapter of Elections and Affairs.
26. Serve as technical supervisor to the Database/Research Specialist. When the next phase of the database program begins, give input on the design of the reports needed by the Leadership Team.
27. Access and obtain information from database, as needed by Council.
28. Open and maintains files in Executive Secretary’s area and files in the vault
29. Along with Database Research Specialist, work with files in the vault
30. Performs other duties as may be assigned to maintain proper operation of the department.
Related to the Work Environment:
32. Collaborate with other Associates to ensure that the customer expectations are met.
33. Communicate in a manner that is inclusive and respectful of each Sister and Associate.
34. Support other Associates by participating as a team player
35. Treat Associates with respect in the fulfillment of duties.
Related to Associate Development:
36. Attend and participate in departmental meetings.
37. Attend and participate in assigned education events.
38. Provide feedback through Associate Satisfaction surveys and other focus groups/surveys to improve and maintain a great place to work.
Requirements:
A. Education/Skills
· High school diploma required, college degree preferred, additional experience or education recommended in lieu of college degree.
· In order to contribute to the enhancement of operations, the individual must be highly organized, capable of multi-tasking, detail oriented, and able to meet deadlines.
· Strong problem-solving skills.
· Capable of remaining calm and working well under pressure.
· Patience, strong customer service skills.
· Project/time management skills.
· Requires good secretarial skills. Excellent computer skills including proficiency with Microsoft Office software. Also, good working knowledge of copiers, scanners, and fax machines.
· Spanish language skills of reading/writing/speaking are preferred.
B. Experience
· Minimum five (5) years of administrative/secretarial experience with executive level leadership teams.
Work Schedule:
5 Days - 8 Hours
Work Type:
Full Time; On-Site
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