COVID vaccine no longer required.

SUMMARY:

The primary purpose of the position is to provide administrative and clerical support to the Leadership Team to ensure a productive workflow and quality service. Maintains and refines internal processes to ensure that the Leadership Team’s priorities are met, organizational goals are achieved, and best practices are upheld.

ESSENTIAL FUNCTIONS:

· Supervises Central Office Administrative Assistant/Receptionist.

· Effective and efficient office operations: performs general office administration tasks for the Leadership Team and others (such as Mission Advancement Director) including but not limited to filing, copying, faxing, phone and email messaging, mail sorting, word processing, correspondence, calendaring, and task reminders.

· Assists with planning and scheduling of meetings including coordinating and/or setting up of beverage service, making meeting room arrangements; setting up Zoom conferences as needed; providing driving directions; distributing documents; taking, typing, circulating minutes; and typing other’s minutes.

· Assists the Leadership Team in following up on tasks/projects.

· Provides support for UISG and/or LCWR Region VII meetings as needed.

· Attends meetings as assigned and assists with events as needed.

· Coordinates international and domestic travel arrangements for the Leadership Team upon request. This may include researching flights or working with a travel agent.

· Initiates and processes check requests, including cover letters and registration forms as needed.

· Maintains a calendar of charitable events which includes event details, recruiting attendees, and any follow-up with the charitable organization’s organizers.

· Writes/edits/proofreads/finalizes/mails executive correspondence and letters. Creates/maintains related names/address records as needed. Uses mail merge as needed.

· Assists Sisters with access to the Leadership Team for appointments.

· Assists with content and timing of internal communications.

· Develops quarterly and special meeting agendas, prepares resolutions, recommendations, and necessary documentation. Organizes all material into an effective format for presentation to members.

· Develops and maintain files, including official corporate civil and canonical records.

· Coordinates all congregational events not associated with the Advancement Office with the assistance of the Receptionist/Administrative Assistant

· Provides administrative support for annual and occasional projects and events as assigned.

· Obtains information, compiles data, conducts internet research, maintains records, and prepares reports as needed.

· Prepares annual budget detail for annual administrative budgets for the following cost center for Leadership Team’s review: Leadership Team, general administration, etc.

· In collaboration with Receptionist/Administrative Assistant, coordinates employee engagement events across departments on behalf of the Leadership Team including Christmas party, Appreciation, and Socials.

· Works well with a diverse population including people who are elderly.

· Represents the Congregation with a high degree of professionalism in internal and external communications.

· Works well independently and as part of a team.

· Handles confidential and sensitive matters with the greatest discretion.

· Excellent project management and analytical skills, with strong attention to detail and problem solving.

· Proactive and able to anticipate needs.

· Highly organized and efficient

· Excellent communication skills (written and verbal).

· Assumes Central Office Administrative Assistant/Receptionist job duties as needed.

QUALIFICATIONS:

· College degree preferred or equivalent experience.

· At least 5 years of high-level administrative professional experience required.

· Extremely proficient with Microsoft Office Suite, Zoom, Google Forms, or similar software with the ability to learn new or updated software.

Job Type: Full-time

Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Vision insurance

Schedule:

8 hour shift
Monday to Friday

Work Location: In person

Dominican Sisters - Grand Rapids

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