Executive Administrative Assistant

Description

Job Title: Executive Administrative Assistant 

Employment Status: Full-Time  

FLSA Status: Non-Exempt/hourly 

Schedule:  Monday - Friday 8:00am - 5:00pm 

Reports to: Rector 

Full-Time Benefits include:

Paid Holidays/Holy Days (vary by location)

403b Retirement

401 (a) Pension Plan

Medical, Dental, Vision, Life

Employee Assistance Program

Short-term/Long-term Disability

Summary:

The Executive Administrative Assistant will execute a variety of clerical and confidential administrative duties in support of the Rector, formation council, and board of directors. This will include but not limited to office reception, receiving telephone calls, and assisting with written correspondence to and from the Rector office. Additionally, this position supports all operational corresponding duties as directed by the Director of Operations. 

Position Responsibilities:

• *Provides administrative support to the Rector while maintaining confidentiality. 
• *Assists the Rector with communication and collaboration with internal and external clients/organizations. 
• *Maintains calendars of meetings/appointments; schedules/reschedules meetings/appointments. 
• *Provides meeting support for core seminary operations including the handling of meeting logistics, preparing and issuing invitations, keeping invitees apprised of any changes, and distributing agendas. 
• *Serves as a liaison and provides support between Rector and Board of Directors. 
• *Coordinates board meeting and functions in support of the Rector to include recording, transcribing, distributing, and maintaining board and committee minutes. 
• *Provides administrative support regarding seminarians such as organization of seminarian files and correspondence. 
• *Maintains the records of the seminary and ensure safe keeping.
• *Maintains confidentiality of all information pertaining to seminarians, personnel, and the Formation Council. 
• *Coordinates and manages seminary events. 
• *Arranges and maintains schedule of reservations for Our Lady’s Chapel and assists the Director of Operations as needed with other seminary facility usage. 
• *Orders office, IT, cafeteria and chapel supplies. 
• *Works closely with archdiocesan offices regarding Assumption Seminary. 
• Serves as a liaison with the archdiocesan development office and provides communication assistance to donors on behalf of the Rector. 
• Works closely with the Director of Operations to ensure operations run smoothly and efficiently. 
• Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others. 
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.

                                                                                     * Essential Functions - ADA

Requirements

 Minimum Qualifications: 

Education

• High school Diploma or Equivalent 
• Associate’s degree preferred.

Experience

• Minimum of five (5) years of relevant experience in an executive assistant role.
• At least three (3) years of experience working in an administrative role providing direct support to a senior-level executive preferred.                                                                                                                                                                                                     

License and Credential 

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Bilingual in Spanish and English. 
• Practicing Catholic.
• Advanced high-level proficiency and experience with various computer software and Microsoft Office Applications.      
• Working knowledge of business and professional correspondence and maintaining important records.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal skills.
• Must have good critical thinking and problem-solving skills.

Travel Requirements:

Travel requirements for the position includes 5% local and 0% overnight.

Position Requirements:

· Must be available to work some evenings and weekends. 

Salary : $20 - $22