The Collegeville Institute for Ecumenical and Cultural Research invites applications for the full-time, benefit eligible position of Executive Assistant.
The Collegeville Institute’s history is woven within the Benedictine heritage of Saint John’s Abbey and University and the worldwide ecumenical movement. Bringing unlikely conversation partners together for dynamic gatherings about faith in the modern world is at the center of our story. We invite you to learn more about our history, our role in the ecumenical movement, notable people from our history, and the first-person method founded at the Collegeville Institute.

RESPONSIBILITIES:

• Provide administrative support using programs within Microsoft Office.
  • Provide day-to-day support to the Executive Director, Director of Operations, Director of Development, and the Board of Directors.
  • Manage Executive Director calendar, travel arrangements, provide administrative support.
  • Provide support for board committees and board meetings.
    • Assist in planning, coordinating, and preparing space, materials and recording of board-related meetings/functions.
    • Assist in planning special events.
• Provide general support to management team.
  • Copying, scanning.
  • Manage electronic central filing system.
  • Distribute mail to staff and residents.
  • Schedule and host Zoom meetings.
• Provide administrative support to the Director of Operations.
  • Code and process credit card reconciliations.
  • Code and process bills for payment to the OSB Business Office.
  • Run reports out of Great Plains accounting system.
  • Create and maintain Excel spreadsheets.
• Provide administrative support to the Director of Development.
  • Assist with on-line communications, mailings, press releases and event planning.
  • Update website related to development activities.
  • Manage the e-Tapestry database as it pertains to development and board work:
    • Input data.
    • Manage and run mailing lists and reports.
    • Coordinate distribution of direct mail and email appeal letters.
    • Record donations and run monthly gift reports and reconcile to the general ledger.

REQUIRED QUALIFICATIONS:

• Four to six years of office management experience preferred
• Experience in a non-profit organization preferred
• Proficiency in Microsoft Office programs: Outlook, Word, Excel, PowerPoint, One Drive
• Proficiency in Forms Manager
• Proficiency in using Zoom
• Experience in e-Tapestry or Razors Edge data base management system preferred
• Experience in Great Plains accounting system preferred

• Demonstrated experience in managing information systems.
• Demonstrated experience with accounting operations.
• Excellent written and oral communication skills. Comfortable working in an environment that requires excellent grammar, punctuation, and writing skills.
• Demonstrated leadership ability, team collaboration, and interpersonal skills.
• Strong analytical and abstract reasoning skills.
• Ability to work within a changing, multifaceted, and ecumenical work environment.
• Ability to work independently and in a team environment.
• Ability to work with little supervision.
• Ability to take work direction from multiple Executive Staff and set priorities.
• Must successfully pass a criminal history background check.

• Significant use of computers and keyboard.
• Occasional walking may be required.
• Ability to occasionally lift 25-40 pounds.
• Ability to tolerate various indoor and outdoor temperatures.
• Ability to communicate both verbally and in writing.

ADDITIONAL DEPARTMENTAL REQUISITES: