Executive Administrative Assistant

General Summary:

The Executive Administrative Assistant provides senior level clerical, organizational and administrative support. Confidential administrative and secretarial assignments are performed utilizing an in-depth knowledge of the organization’s operations.

Responsibilities:

Assists the President and CEO:

1. Coordinates all correspondence for the President and CEO.

2. Processes all mail. Sorts, opens and prepares/priorities mail for President and CEO’s review and response; anticipates and prepares materials needed for response and may draft routine correspondence. Regularly checks and processes electronic mail.

3. Prepares correspondence bulk/mass mailings, reports, meeting notes and other communication materials initiated by the President and CEO.

4. Provides secretarial assistance to the President and CEO at various meetings and appointments. Takes meeting minutes, creates, distributes and maintains all materials needed in preparation for meetings and appointments. Arranges appropriate meeting space, equipment and refreshments.

5. Organizes, updates and maintains the President and CEO’s files, records and all information resources.

6. Accepts and screens all calls for the President and CEO. Coordinates personal contacts and plans for appointments, meetings and conference calls.

7. Maintains phone call correspondence log in the President and CEO’s absence; refers action items to appropriate Leadership team member or another staff member as appropriate.

8. Monitors the appointment schedule of the President and CEO. Greets guests who arrive in office. Circulates copies of the calendar as directed.

9. Provides research assistance as needed.

10. Assists the President and CEO with travel arrangements as needed.

11. Performs other related tasks as assigned.

Assists in Coordination of Meetings of the Board of Directors:

1. Provides secretarial assistance for the meetings of the Board of Directors, its officers and its committees. Creates, distributes and maintains all materials needed in preparation for board and committee meetings.

2. Coordinates arrangements/accommodations for out of town board and committee members, consultants and guests as needed. Provides for all necessary materials, meals and refreshments at board and committee meetings.

3. Coordinates the preparation, publication and distribution of the bi-annual board book.

4. Anticipates and arranges meeting facilities, equipment and display materials needed for board and committee meetings.

5. Coordinates the review, final editing, signing and filing of Board of Directors official minutes.

Assists with Management Team as Needed:

1. Coordinates Leadership team meetings including preparing and distributing agendas, materials reports and minutes.

2. Coordinates All-Employee events, such as in-service and Christmas party, and other major meetings in collaboration with ad hoc planning committees and other appropriate office staff.

Assists Office Staff with General Office Operations as Needed:

1. Assists with preparation and set up for social functions coordinated by other staff.

2. Monitors supplies and orders necessary materials for office use. Maintains appropriate inventory levels. Orders gifts, flowers, etc., in the name of the President and CEO.

3. Coordinates decorating for Sacred Heart Southern Missions office offsite housing.

4. Maintains all office equipment in good repair. Refers needed maintenance and repairs to the Facilities department.

Knowledge, Skills and Abilities Required:

1. Understanding of the vision and values of Sacred Heart Southern Missions with a commitment to achieving the goals of the organization. Understanding of the Catholic Church and religious life.

2. Bachelor’s degree in business or related field or seven to ten years’ experience providing support services to a chief administrator or senior level manager.

3. Excellent oral, written, interpersonal communication and decision-making skills.

4. Ability to work independently with minimal supervision/instruction. Able to accept instructions and follow through with appropriate actions via personal interaction, telephone, fax, e-mail, handwritten notes.

5. Abilities to establish and rearrange priorities and meet all deadlines in a timely and professional manner.

6. Proficiency in using computers and other office equipment.

7. Ability to approach people of all professional and religious levels in a manner which promotes harmony and cooperation, both in person and via telephone.

8. Ability to maintain a high level of confidentiality.

9. Ability to understand the President and CEO’s role and assist him/her in fulfilling it.

If you are a motivated individual who possesses the necessary skills to support our executive team effectively, we encourage you to apply for this exciting opportunity.

Job Type: Full-time

Benefits:

• 401(k)
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Holidays
• Monday to Friday
• Weekends as needed

Work Location: In person