Executive Assistant - Board of Trustees - New

Department : Board of Trustees

SUMMARY

This position joyfully and prayerfully provides all executive and administrative support to the Board of Trustees of The Christian Science Publishing Society. The role requires strong administrative, organization, and technical skills, and outstanding written and verbal communication. The incumbent has exposure to some of the most sensitive and high-priority matters of the Church; confidentiality, initiative, and flexibility are vital. The incumbent must have an understanding of the mission of the Church and the Publishing Society and be committed each day to prayerfully establishing a mental environment brimming with dominion, unity, gratitude, faith, humility and peace; and to approach all work with spiritual maturity and discernment. All tasks are expected to be done with a humble, solution-oriented attitude, and with an expectancy of healing.

The Executive Assistant serves as a lynchpin of coordination and communication between the Trustees, CSPS Product Managers and Editors, and other departments of The Mother Church, including the Board Office, the Clerk's Office, Nursing Activities, Practitioner Activities, Customer Service Center, Human Resource, the Treasurer's Office, Office of the General Counsel, Records Management, and more. The incumbent spearheads the coordination of BoT meetings, including documentation and approvals for Product Managers and other stakeholders. This role understands CSPS operations, and leads and coordinates a team of other assistants within CSPS, and serves as a backup to JSH and Monitor executive assistants.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manages the executive and administrative operations of the Board of Trustees (70%)

• Manages the individual and collective calendars of the Trustees, providing proactive support for attendees, including necessary prep or follow-up documentation.
• Ensures accurate records are kept of Trustee meetings, including notetaking and proactive synthesis of action items, decisions, follow-up steps, and approvals.
• Manages and maintains all Trustee records, including action memos, minutes, etc.; maintains retention schedule with Office of Records Management.
• Manages Trustee correspondence via email and Salesforce, including in coordination with the Customer Care Center and Product Managers and Editorial teams.
• Manages, maintains, and adapts communication tools and systems for smooth operations, including hubs of information and project management via appropriate technology; continuously learns and implements new tools and technologies to keep up-to-date.
• Manages travel, expense, and other logistics for Trustees and CSPS departments as needed.
• Organizes complex internal and outside events for CSPS departments as needed.
• Generates and implements ideas related to events in honor of milestones, arrivals, departures, etc., as well as alerting Trustees to needs or challenges staff members are facing or achievements worth celebrating.
• Maintains and distributes CSPS org charts, staff lists, distribution lists, Slack channels with support from other assistants.
• Actively onboards new Trustees; maintains onboarding materials.
• Other duties as needed.

Coordinates with Product Managers (15%)

Liaises with key TMC departments on behalf of Trustees (10%)

Coordinates the Third Floor Admin Team (5%)

STAFF MANAGEMENT AND JOB CONTACTS

Reporting Relationships

Supervisor : Chair, Board of Trustees

Supervises : May supervise interns, volunteers or temp employees

Regular Contacts

This position has regular contact with employees, management, vendors, professionals, Church members, and volunteers.

JOB REQUIREMENTS

Education / Experience

This position requires a Bachelor's degree and three to eight years of professional work experience. Demonstrated administrative, written and oral communication, and technical skills necessary.

Knowledge / Skills

Incumbent should be discerning, kind, proactive, efficient, and joyful. This position requires strong administrative, technical, organizational, communication, and problem-solving skills. Initiative, flexibility, and confidentiality are paramount. Incumbent is expected to be a strong writer and grammarian and have outstanding interpersonal skills for effective communication and coordination with employees, management, and stakeholders throughout the Church. Ability to deliver timely results and work both collaboratively and independently.

Technology Skills

Provides technical assistance to Trustees as needed. Individual must have strong word-processing skills, including familiarity with Google Suite. Must be strong technically and willing to learn new software applications such as Zoom, Trello, Salesforce, Confluence, Adobe products, etc. Maintains a current understanding of technology and an ability to utilize new programs.

Work Environment

Boston-based; little to no travel is anticipated. Must enjoy working in a team environment, be detail-oriented, highly motivated and have the ability to multi-task projects and deadlines. Must have flexibility and willingness to adapt as needed.

Christian Science Information

Membership in The Mother Church required; Primary Class instruction preferred.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.