Executive Administrative Assistant to the Rector/Vice President

Steele Recruiting LLCis an executive Administrative Assistant Retained Search firm located in Minneapolis, Minnesota, specializing in Executive Administrative Assistant permanent placements for C-Suite and Senior Leadership Executives across the United States. With nearly 20 years in recruitment, we have a solid reputation for quality placements, professionalism, and maintaining confidentiality for every client and candidate.

We are currently partnering with our trusted client Saint Paul Seminary School of Divinity, located on the University of St. Thomas campus in Saint Paul, Minnesota, for anExecutive Assistant to the Rector.

Today, in addition to its core work of priestly formation, the seminary forms future deacons and lay leaders. The Executive Administrative Assistant will support the Rector - Father Joseph Taphorn - at one of the most sought-after seminaries in the Midwest.

The Saint Paul Seminary School of Divinity

The Saint Paul Seminary School of Divinity (SPSSOD) forms over 100 future priests, deacons, and lay leaders each year. The Saint Paul Seminary begins the 2024-25 academic year with an enrollment of 91 seminarians from 19 different dioceses and religious orders. These men and women go on to serve as pastors, Church leaders, and witnesses in their families and workplaces so that Catholic communities can thrive.

Mission: To provide integrated, Catholic formation for those called to serve as priests, deacons or lay leaders in their local Church.

Core Values

Charity – Faithful to Christ's new commandment, we seek first the good of the other.

Truth – As the human heart and mind are ordered toward truth, we seek to be honest in both deeds and words.

Fidelity – We joyfully profess the Catholic faith and embrace her disciplines as authentically

interpreted by the Church's magisterium.

Zeal – We are passionate about our mission and eager to form clergy and lay leaders.

Authentically Human – Grateful for creation and our humanity, we desire the fullness of life and joy.

The successful candidate will have a strong affinity for the Catholic church, with a demonstrated commitment to the mission of The Seminary and respect for magisterial teaching.

What Makes this Role Unique?

This is your opportunity to make a difference in the future of the Catholic Church! You will provide comprehensive administrative support for the Rector's Office to ensure the Rector can focus on advancing the mission of The Seminary.

This isn't just an administrative role—it's a chance to partner closely with leadership and make a meaningful impact on the future of the Church. You'll work directly with the Rector, acting as a trusted advisor and key support to drive operational excellence. As the face of the Rector's office, your work will be integral in shaping the Seminary's daily operations and long-term vision.

Working at the Seminary provides:

• Meaningful Work: Contribute to the formation of future priests, deacons, and lay leaders.

• Leadership Exposure: Work directly with high-level leadership and gain experience in executive decision-making processes.

• Professional Growth: Take the lead on important projects and represent the Rector in interactions with both internal teams and external partners.

• Mission-Driven Environment: Be part of a passionate and dedicated community driven by the core values of charity, truth, fidelity, zeal, and a commitment to authentic Catholic teaching.

Bonus:As an employee of the University of St. Thomas you will receive their full benefits package including full tuition remission and a generous 9/4% employer contribution to your 403(b)!

Position Purpose

This position plays a critical role in supporting the Rector in administrative, organizational, and strategic capacities to ensure the efficient operation of the seminary. There will also be additional light support for the Rector's Chief of Staff. Essential qualities for success in the role include a high degree of professionalism, superb attention to detail, and confidence.

Primary Responsibilities

Executive Administrative Support for the Rector

• Calendar Management. Expertly manage the Rector's calendar of internal and external appointments. Use professional judgment in prioritizing meeting requests, anticipating schedule conflicts, and ensuring the most effective use of time.

• Material Preparation. Partner with the Chief of Staff and other staff to ensure proper briefing materials and resources are ready and available before each engagement – this includes conducting research and gathering relevant background and analysis when needed.

• Meeting Support. Provide support for meetings, including agendas, minutes, materials, logistics, and prompt follow-up.

• Correspondence Management. Review, prioritize, and determine actions for all incoming correspondence and draft responses as appropriate. This includes email, phone calls, and physical mail.

• Hospitality. Greet callers and visitors (internal and external) with professionalism and kindness.

Project and Information Management

• Document Preparation and Management. Prepare the Rector's acceptance letters for incoming seminarians, set up personnel files, and oversee documentation. Prepare, draft, and manage the year-end letters of recommendation for priesthood ordination, and transitional diaconate ordination.

• Organizational Support. Maintain and update calendars, charts, and rosters for The Seminary. Track reception of all ministries and orders.

• Annual Reporting. Coordinate the completion and delivery of annual reports.

Executive Administrative Support for the Board of Trustees

• Communication Coordination. Facilitate communication and working relationships on behalf of the Rector's office with the members of the Board of Trustees.

• Material Preparation. Coordinate the creation of agendas and take accurate minutes at Board and committee meetings.

• Meeting Support. Manage all aspects of meeting preparation and day of hospitality for Board meetings. Order gifts and draft citations of gratitude for outgoing Board members.

Required Skills / Abilities

Expert-Level Communication: Proficiency in clear and concise communication, both written and verbal, to liaise with multiple stakeholders. Expert-level proofreading skills with high attention to detail is a necessity.

Detail-oriented: Keen attention to detail to ensure accuracy in handling highly confidential personnel information being shared physically and digitally.

Exceptional Organization: Ability to efficiently manage and organize complex schedules, tasks, and priorities.

Versatile Task Management: Strong multitasking abilities to handle diverse responsibilities for several projects in various stages of completion.

Discretion and Confidentiality: Demonstrated ability to handle sensitive information with utmost discretion and maintain confidentiality.

Proactive Problem-Solving: Capacity to anticipate challenges and proactively address issues that may arise for the Rector or Chief of Staff.

Time Management: Strong time management skills to meet deadlines and prioritize tasks effectively.

Interpersonal Skills: Excellent interpersonal skills to build positive relationships with the Rector, Chief of Staff, and other administrators.

Professional Demeanor: Maintain a professional demeanor in various situations and interactions, reflecting positively on the Rector and The Seminary.

Education / Experience Requirements

• Bachelor's degree or the equivalent experience

• Five years executive administrative assistant support to C-Suite, CEO, President, or Executive Director experience is required.

• Expert-level writing and proofreading abilities.

• Prior experience with a Board of Trustees or other governing body is highly preferred.

• Must handle follow-up and delegation efficiently, manage action items from meetings, and ensure timely communication and task execution.

• Exceptional attention to detail.

• Efficient organization and time management.

• Task management and prioritization.

• Deep understanding of confidentiality and use of discretion.

• Executive-level professional demeanor and confidence.

Benefits

• Competitive compensation

• Medical, Dental, and Vision

• HSA with company contribution

• FSA Flexible Insurance account

• Long-term disability, short-term disability, and accident insurance

• 403(b) with a generous company match of 9.4%

• Tuition remission program

• Nice Healthcare. A primary care clinic that brings free medical visits, medications, labs, imaging, and physical therapy to you.

Hiring will be contingent upon the successful completion of the Archdiocese of Saint Paul Minneapolis' “E3” Requirements of Safe Environment Training (see https://safe-environment.archspm.org/essential-3/), including manifesting a commitment to follow the Archdiocesan Code of Conduct for Church Personnel.

The University of St. Thomas embraces diversity, inclusion, and equal opportunity for all. We welcome applicants that are committed to helping us build a team that represents a variety of backgrounds, perspectives, and skills. This commitment is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, work skillfully, and act wisely to advance the common good.