Executive Assistant II

Summary

The Executive Assistant directly supports the Council Members and collaborates with other executive and administrative support in a manner that assures that the Congregation’s Leadership has the effective support to carry out the work of the Congregation.

Working independently with minimal or no supervision, this position provides for and supports the smooth operation of the office by anticipating the needs of the Council Members the position supports. The Executive Assistant performs diverse executive secretarial, administrative support, and assists in the administration of day-to-day activities.

By nature of the position, the work involves a high degree of professionalism, dealing with internal and external customers and flexibility to respond to the changing priorities of the Congregation. Exposure to sensitive information necessitates the use of creativity, tact, diplomacy, discretion, and judgment.

The work requires the ability to handle confidential information on a regular basis; the ability to perform a variety of important, frequently urgent, confidential, and complex tasks with constantly changing priorities.

Responsibilities

1. Organizes and prioritizes, acting independently or with little supervision in handling incoming and outgoing projects.

2. Manages logistical aspects of the office for the respective Council members, including:

a. Scheduling of meetings and appointments, reserving conference rooms, arranging for set up of refreshments, audio/visual and conferencing equipment and notifying attendees.

b. Maintaining Council Members calendars.

c. Coordinating domestic and international travel arrangements, including confirming flights, accommodations, ground transportation shuttle services, car rentals and obtaining any necessary documentation for international trips.

3. Places, answers and screens telephone calls, providing information, taking and relaying messages and/or directing calls to appropriate personnel.

4. As the first point of contact between the Council members and visitors, receives and provides effective and courteous customer service to visitors to the area. Visitors include CCVI Sisters, non-CCVI Sisters, executives, Associates, and the general public.

5. Responsible for writing and editing a variety of internal and external communications in English and Spanish when requested, including but not limited to, internal memos and bulletins, and communications/presentations for internal meetings and special events.

6. Works to procure different Visas and/or immigration required documents for the Sisters.

7. Assists in supporting Congregational Committees if needed, writing reports and taking minutes.

8. Assists with planning, writing and editing communications materials, working collaboratively with other departments, as necessary.

9. Prepares and updates requests for information for various industry surveys and listings.

10. Responds to requests for information from the Council Members, other leadership team members, congregational members, Associates and the general public. In some cases, identify issues and concerns and communicates them to the appropriate individuals.

11. Gathers appropriate information and/or files to facilitate action or initiate or respond to incoming internal or external communications.

12. Prepares meeting agendas and distributes to the appropriate persons.

13. Copies and assembles materials and gathers background and supporting documentation for distribution to the Board/Council meetings for review and decision-making purposes.

14. Prepares drafts of minutes for respective or assigned meetings for review by the respective Council Member and makes the necessary corrections to finalize for distribution or for corporate record keeping.

15. Follows the Congregation’s Record Management Policy.

16. Provides secretarial support requested by Council members for Chapters, Assemblies and other major Congregational meetings.

17. Serves as Notary Public.

18. Conducts research on the Internet for various projects.

19. Orders office supplies and congregational stationery, as needed.

20. Processes check requests and/or expense reimbursement requests as needed.

21. Supports the Council members in acknowledging mission donations, writing greeting and thank you cards.

22. Renders computer assistance when requested.

23. Accesses and obtains information from database, as needed by Council Members.

24. Manages and shreds confidential materials.

25. Performs other duties as may be assigned to maintain proper operation of the department.

Requirements

• Minimum five (5) years of administrative/secretarial experience with executive level leadership teams.
• College degree and additional experience or education related to the role.
• Strong verbal and written communications skills in English and Spanish.
• Comprehensive immigration experience preferred.
• Conceptual and analytical capabilities and a temperament conducive to being part of a results-oriented team.
• Demonstrates high organization skills, self-starter, capable of multi-tasking, detail oriented, and able to meet deadlines.
• Excellent writing skills and speaking/presentation ability.
• Ability to use a computer for extended periods of time, including word processing, presentation, spreadsheet and various graphics programs.
• Ability to work extended hours on occasion, including some weekends and evenings.
• Ability to handle confidential information responsibly.
• Ability to work with little supervision, sets priorities, creates schedules and meets deadlines.
• Capacity to work under pressure and efficiently.
• Strong problem-solving skills.
• Capable of remaining calm and working well under pressure.
• Patience, strong customer service skills.
• Project/time management skills.
• Requires proficient technical knowledge and skills with computer software including Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). Also good working knowledge of copiers, scanners, and fax machines.

Work Schedule

5 Days - 8 Hours

Work Type

Full Time - On-Site