Executive Assistant Senior

Responsibilities

• Schedules meetings and appointments, including reserving conference rooms, arranging refreshments, audio/visual and conferencing equipment, and notifying attendees.
• Maintains personal and council calendars, reservation books, and coordinates travel arrangements for domestic and international trips.
• Responds to requests for information from leadership teams, congregational members, employees, and the general public, utilizing various communication methods.
• Gathers and attaches appropriate information to facilitate action on incoming internal or external communications.
• Organizes Council Feastday preparations, polls Sisters for availability, sends out communications, and coordinates drivers and directions for fundraising events.
• Copies and assembles materials, gathers background and supporting documentation, and prepares meeting minutes for review by the General Secretary, Congregational Leader, and Council.
• Prepares Certificates of Action for implementation by the Finance Department, reviews funding requests, completes necessary forms, and processes checks or obtains further Board consideration.
• Composes correspondence, including missioning letters, grant recipient letters, letters of decline for funding, memorandums, forms, reports, and other communications.
• Places, answers, and screens telephone calls, providing information, taking and relaying messages, and directing calls to appropriate personnel.
• Provides effective and courteous customer service to visitors to the area, including CCVI Sisters, non-CCVI Sisters, executives, employees, and the general public.
• Conducts research on the Internet for various projects.
• Orders office supplies and congregational stationery, as needed.
• Orders flowers and Mass cards as requested by the Congregational Leader and Congregational General Secretary.
• Writes checks and reconciles the general checking account, maintains the Generalate Petty Cash, and processes Christmas card greetings/cards/checks.
• Renders computer assistance, supports other associates, and provides secretarial support requested by the Congregational Leader or General Secretary during Chapter of Elections and Affairs.
• Assists with the preparation for Jubilee, including receipt of RSVPs and organizing guest lists.
• Assists with funeral arrangements of Sisters.
• Provides secretarial support requested by the Congregational Leader or General Secretary during Chapter of Elections and Affairs.
• Serves as technical supervisor to the Database/Research Specialist, gives input on report design, and works with files in the vault along with the Database Research Specialist.

Qualifications

• High school diploma required, college degree preferred, additional experience or education recommended in lieu of college degree.
• Highly organized, capable of multi-tasking, detail-oriented, and able to meet deadlines.
• Strong problem-solving skills, capable of remaining calm and working well under pressure.
• Patient, strong customer service skills, project/time management skills, and good secretarial skills.
• Proficient in Microsoft Office software and good working knowledge of copiers, scanners, and fax machines.
• Spanish language skills of reading/writing/speaking are preferred.
• Minimum five (5) years of administrative/secretarial experience with executive level leadership teams.