Executive Assistant to the Community Director

About Us:                   Impelled by the love of Christ, the Sisters of Charity of Leavenworth, a Roman Catholic congregation of women religious, offer every loving service in their power to meet the critical needs of God’s people. Established in 1858 in Kansas, the Sisters of Charity live their mission in the spirit of their founders St. Vincent de Paul, Louise de Marillac, and Mother Xavier Ross. The Sisters, as Gospel-centered women, share a tradition of responding to the needs of the time, ministering to the vulnerable and marginalized, and caring for the fragile Earth. They share their mission in partnership and collaboration with those committed to working for peace and justice.

Position Summary:     The Executive Assistant to the Community Director serves as administrative support for the Community Director. This position acts in a manner that reflects the Philosophy and Mission of the Sisters of Charity of Leavenworth (SCL).  The Assistant must discreetly handle various sensitive, confidential information concerning corporate and personnel affairs.  The position requires the ability to manage multiple tasks and assignments simultaneously.  

Job Duties:

• Responsible for performing secretarial and administrative support for the Community Director.
• Manages multiple tasks and assignments simultaneously while maintaining the highest level of confidentiality.
• Organizes office procedures and understands Community policies and procedures to carry out assigned administrative responsibilities.
• Prepares interoffice and external correspondence in final form.
• Schedules meetings, conferences, domestic/international travel, etc.
• Operates standard office machines and equipment.
• Assembles, maintains, and updates files, which include highly confidential and sensitive information.
• Types with sufficient speed and accuracy to prepare a variety of administrative-related correspondence and reports in an efficient manner. 
• Takes and prepares accurate minutes of meetings.
• Maintains filing system, gathers and summarizes data for reports, offers solutions to various administrative problems, and establishes work priorities.
• Responsible for various special projects assigned by the Community Director.
• Demonstrates poise, tact, and diplomacy consistently.
• Often makes judgments independently, especially when the Community Director is unavailable.
• Maintains good rapport with the public.
• Other related duties as assigned.
• Serves as lead coordinator for the Administrative Assistants to Community Councilors and Community Director. 
• Supervises Administrative Assistant in General Community Services.
• Prepares agenda and electronic meeting materials for Council, Sponsored Ministries, and Leadership Team meetings as well as other meetings as requested. Attends meetings, takes minutes, tracks follow-up actions, and prepares any needed correspondence.
• Attends and manages all Community Zoom meetings.
• Performs many duties of SCL Community Secretary, including supporting all aspects of the General Chapter and composing correspondence to dioceses and the Vatican.
• Distribute, replenish, and balance petty cash.
• Oversees donations to ensure correspondence, reports, and appropriate account recording accuracy.

Qualifications:

• Associate degree in secretarial science, business administration, or equivalent combination of education/experience preferred.
• A minimum of five years’ experience in a similar position is required.
• Proficient in Microsoft Windows, Microsoft Office Suite, and Adobe Acrobat Pro.
• Excellent verbal and written communication skills.
• Excellent organizational skills.
• Detail oriented.
• Ability to work independently.

Physical Requirements:

• Ability to perform sedentary work, sitting at a desk and/or typing for extended periods of time.
• Able to lift, carry, push, and pull up to 25 pounds.
• Stoops and bends when accessing files.
• Finger dexterity and eye-hand coordination are necessary in operating the personal computer and calculator.
• Requires concentrated visual attention, which must be maintained for sustained periods. Good vision and hearing acuity is required to record data and answer calls.

EOE