Summary:

This position supports the General Leadership Team (GLT) Congregational Leader, the Chairperson of the Ministry Council, and the mission of the Sisters in the Incarnate Word. Under the General Leadership Team supervision and acting with strong self-initiative, the Executive Administrative Assistant will support the Congregational Leader and the Chairperson of the Ministry Council while performing tactical and strategic administrative duties. This will include complete written and verbal fluency in English and Spanish. This position ensures the efficient and effective operations of the Sisters of Charity of the Incarnate Word by performing routine clerical and administrative functions such as drafting correspondence, managing schedules and travel arrangements for executive leaders, coordinates and oversees major events attended by the Congregational Leader, and translates congregational documents.

• Maintains schedules and data, compiling data and generating reports
• Schedules Congregational Leader and the Chairperson of the Ministry Council appointments and meetings, calendar ownership & management
• Answers, screens, and routs telephone calls in a professional manner
• Prepares and edits Leadership communications and presentations
• Translates multi-document within the office and other departments
• Makes travel global complex travel arrangements
• Handles complex Visa procedures for members of the Leadership for travel to countries outside of USA & Mexico
• Provides verbal and written translation support, and other additional administrative requirements
• Provides strong team support within the USA and Mexico administrative offices
• Assists with logistic coordination of special events, such as multinational meetings/conferences, fund raisers, and retreats
• Attends events in support of the Congregational Leader and the Chairperson of the Ministry Council
• Periodically required to work overtime, weekends and travel internationally at a moment’s notice.
• Responsible for ensuring the Congregational Leader and the Chairperson of the Ministry Council office runs efficiently
• Demonstrates strong discipline, work ethic, and expertise in general administrative technical skills.
• Requires extreme discretion and diplomacy
• Maintains files and records for Congregational Leader and the Chairperson of the Ministry Council
• Manages and is responsible for the upkeep and scheduling for the Historical Mother House (Brackenridge Villa)
• Coordinates special events, board of director’s socials, fund raisers, retreats
• Responsible for identifying gaps and opportunities, and develop innovative solutions to meet the on-going demands of the Congregation’s Leadership.
• Coordinates with other administrative support positions to ensure all administrative needs of the congregation are met

Performs various complex and global administrative tasks and activities, which will include:

• Maintains schedules and data, compiling data and generating reports
  
• Schedules Congregational Leader and the Chairperson of the Ministry Council appointments and meetings, calendar ownership & management
  
• Answers, screens, and routs telephone calls in a professional manner
  
• Prepares and edits Leadership communications and presentations
  
• Translates multi-document within the office and other departments
  
• Makes travel global complex travel arrangements
  
• Handles complex Visa procedures for members of the Leadership for travel to countries outside of USA & Mexico
  
• Provides verbal and written translation support, and other additional administrative requirements
  
• Provides strong team support within the USA and Mexico administrative offices
  
• Assists with logistic coordination of special events, such as multinational meetings/conferences, fund raisers, and retreats
  
• Attends events in support of the Congregational Leader and the Chairperson of the Ministry Council
  
• Periodically required to work overtime, weekends and travel internationally at a moment’s notice.

Requirements:

• Bachelor's Degree required 
• Five (5) years of experience in Business Office Management, Executive Administrative / Clerical position supporting executives
• Bilingual English / Spanish required
• Proficient in Word, Excel, Outlook, PowerPoint, Zoom and Diligent board books
• Ability to prioritize and manage multiple projects
• Demonstrate high-energy, positive and flexible approach in the workplace
• Strong analytical skills
• Excellent customer service skills
• Effective verbal and written communication skills
• Ability to maintain confidentiality and discretion
• Ability to work independently and inter-dependently
• Ability to develop meeting agendas and materials

• Willingness to learn new technologies as needed

• Strong clerical proficiencies to include shorthand or other methods to quickly take minutes and notes with rapid, accurate typing ability

Work Type: 

Full Time