Administrative Assistant II

About the role

The Sisters of Mercy of the Americas is seeking an experienced and highly organized Administrative Assistant II to provide comprehensive administrative support to Institute Ministers and Sister Life Ministers in the Merion Station, PA area. This position plays an important role in supporting the care, well-being, and ministry of the Sisters of Mercy. The ideal candidate is a detail-oriented administrative professional who can manage confidential information, coordinate multiple priorities, support meetings and events, and provide thoughtful and responsive service to others. The successful candidate will bring strong organizational, communication, and technical skills, along with the ability to work independently while collaborating effectively with a variety of team members.

Responsibilities

• Provide comprehensive administrative support to Institute Ministers and Sister Life Ministers, including managing correspondence, documents, scheduling, and other administrative responsibilities.
• Support Institute Minister and Sister Life Minister committees, including meeting coordination and follow-up.
• Prepare, proofread, organize, and maintain correspondence, reports, spreadsheets, files, and other documents.
• Coordinate meetings, programs, functions, and activities, including scheduling, agendas, materials, and logistics.
• Schedule and provide technical support for Zoom and Microsoft Teams meetings, including managing hosts and co-hosts, muting participants, and enabling interpretation services as needed.
• Coordinate travel arrangements and reservations, including assisting with visa arrangements for international Sisters.
• Maintain accurate electronic and paper files, spreadsheets, records, and other administrative resources.
• Prepare materials for Jubilee Masses, funerals, holiday Masses, and other community events.
• Serve as a liaison for on-site funeral needs, including recording, internal communications, newsletters, and obituaries.
• Serve as recording secretary for meetings as requested, ensuring meeting minutes are accurate, organized, and prepared according to established standards.
• Prepare and distribute correspondence, documents, spreadsheets, and other communications, including mail merge when needed.
• Coordinate with staff members to ensure projects and assignments are completed accurately and on time.
• Identify solutions to administrative challenges and proactively address issues as they arise.
• Perform other duties as assigned.

Requirements

• Five years of prior executive assistant or comparable senior-level administrative support experience.
• High school diploma or GED required, plus two years of college and/or administrative or secretarial training; or an equivalent combination of education and experience.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Strong knowledge of office administrative procedures and practices.
• Excellent organizational skills with the ability to manage multiple priorities and projects simultaneously.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently and collaboratively as part of a team.
• Proficiency with Microsoft Office 365 and other standard office technology.
• Experience scheduling and providing technical support for Zoom and Microsoft Teams meetings.
• Ability to collect, organize, and summarize information for reports.
• Strong problem-solving and decision-making skills.
• Excellent written, proofreading, and verbal communication skills.
• Demonstrated ability to prepare clear and organized meeting minutes.
• Flexibility to adapt to changing priorities, schedules, and work processes.

Preferred Qualifications

• Bachelor’s degree in business operations, business administration, or a related field.
• Experience working with Catholic religious congregations, communities of vowed religious, diocesan or archdiocesan offices, or other Catholic organizations.
• Familiarity with Catholic Church structures and terminology.
• Understanding and appreciation of the mission, traditions, and culture of the Sisters of Mercy.
• Willingness to learn about and support the traditions and culture associated with the Sisters of Mercy and the Catholic Church.

Benefits

• Medical
• Dental
• Vision
• Vacation
• Sick-time
• 403(B)

Our Mission

Sustained and inspired by their relationship with God and one another, the mission of the Sisters of Mercy is to respond with vision and compassion to the needs of people who are poor, sick, and uneducated. This mission guides our day-to-day work as we extend compassion and mercy to others, practice and encourage social justice, and strive to live mercifully. The Sisters of Mercy of the Americas is committed to creating a workplace where individuals are treated with dignity, respect, compassion, and fairness while contributing to a mission-centered organization.