Executive Assistant II

About the Role

The Executive Assistant directly supports the Council Members and collaborates with other executive and administrative staff to ensure effective support for the Congregation’s Leadership. This position operates independently with minimal supervision, providing smooth office operations by anticipating the needs of the Council Members. The role involves diverse executive secretarial and administrative duties, requiring a high degree of professionalism, discretion, and flexibility to adapt to changing priorities. Exposure to sensitive information necessitates tact, diplomacy, and sound judgment.

Responsibilities

• Organizes and prioritizes tasks independently, handling incoming and outgoing projects with minimal supervision.
• Manages logistical aspects of the office for Council Members, including:
  • Scheduling meetings, appointments, and conference rooms, including arranging refreshments, audio/visual equipment, and notifying attendees.
  • Maintaining Council Members' calendars.
  • Coordinating domestic and international travel arrangements, including flights, accommodations, ground transportation, and necessary documentation for international trips.
• Handles telephone communications, screening calls, providing information, and directing calls to appropriate personnel.
• Serves as the first point of contact for visitors, providing courteous and effective customer service to CCVI Sisters, executives, Associates, and the general public.
• Writes and edits internal and external communications in English and Spanish, including memos, bulletins, presentations, and materials for meetings and special events.
• Procures visas and immigration-related documents for Sisters.
• Assists with Congregational Committees, including writing reports and taking minutes.
• Collaborates with other departments to plan, write, and edit communications materials.
• Prepares and updates requests for information for industry surveys and listings.
• Responds to information requests from Council Members, leadership, congregational members, Associates, and the public, escalating issues as needed.
• Gathers information and files to facilitate action on internal or external communications.
• Prepares meeting agendas and distributes them to appropriate persons.
• Assembles materials and gathers supporting documentation for Board/Council meetings.
• Drafts and finalizes meeting minutes for review and record-keeping.
• Follows the Congregation’s Record Management Policy.
• Provides secretarial support for Chapters, Assemblies, and other major Congregational meetings.
• Serves as a Notary Public.
• Conducts internet research for various projects.
• Orders office supplies and congregational stationery as needed.
• Processes check requests and expense reimbursements.
• Supports Council Members in acknowledging mission donations and writing greeting/thank-you cards.
• Provides computer assistance and accesses database information as needed.
• Manages and shreds confidential materials.
• Performs other duties as assigned to maintain department operations.

Requirements

• Minimum five (5) years of administrative/secretarial experience supporting executive-level leadership teams.
• College degree and additional relevant experience or education.
• Strong verbal and written communication skills in English and Spanish.
• Comprehensive immigration experience preferred.
• Conceptual and analytical capabilities with a results-oriented mindset.
• Highly organized, self-starter, capable of multitasking, detail-oriented, and able to meet deadlines.
• Excellent writing, speaking, and presentation skills.
• Proficiency in computer use, including word processing, presentations, spreadsheets, and graphics programs.
• Ability to work extended hours occasionally, including weekends and evenings.
• Ability to handle confidential information responsibly and work with minimal supervision.
• Strong problem-solving skills and capacity to work under pressure.
• Patience and strong customer service skills.
• Project and time management skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with copiers, scanners, and fax machines.

Schedule

Full-time, on-site position. Work schedule: 5 days per week, 8 hours per day.