Organization Summary:

The Sisters of Saint Joseph of St. Augustine, Florida (SSJ) are a congregation of Catholic women living the consecrated life as vowed religious serving the needs of the dear neighbor in Florida. With their Motherhouse in St. Augustine, Florida, the Sisters of St. Joseph are women who, seized by God’s love, work in collaboration with others to bring union and reconciliation to our world, “..that all may be one..” (John 17:21). They strive to live lives of Gospel values through a variety of ministries of service and through the witness of living together in prayer-centered communities. They have served continuously in Florida since 1866.

Position Summary:

This role is multi-faceted and has the core administrative responsibilities including organizing Administrative office, calendar management, meeting planning and management, travel coordination and ad hoc projects. The successful candidate will also plan internal and external Congregational events and coordinate meetings with key stakeholders/donors. This is a dynamic, fast-paced, and engaging environment. The ideal candidate must have an all-hands-on-deck/ roll-up-your-sleeves mentality.

This role is 100% in office and reports to the CEO and COO of the organization.

Principal Duties and Responsibilities:

The Executive Assistant shall:

• Proactively coordinate all aspects of executive-level/Trustee meetings (e.g. pre-meeting materials being sent out, printing materials, preparing room, etc.).
• Execute heavy Outlook calendaring across multiple teams (e.g. color coordination, privacy settings, travel time estimates, detailed formatting with key information easily accessible via mobile phone).
• Maintain detailed and accurate logs in Customer Relationship Management (CRM) software for relationship tracking purposes.
• Book and manage all aspects of executive travel.
• Complete monthly expense reports while noting any compliance related considerations (e.g. gifting, fund allocations, etc.).
• Help with ad-hoc projects as needed.
• Provide daily calendar screens for potential conflicts and rescheduling calls on behalf of executives as necessary.
• Send thank you notes on behalf of executives.
• Protect the privacy and wellbeing of assigned executives – represent them in a way that always nurtures the values of the Congregation.
• Provide clear and proactive communication with internal and external parties – daily recap summaries to team with completed and outstanding task status.
• Equip executives with everything they need for their day – resumes, materials, directions to lunch, travel itineraries, etc. at their fingertips before they ask.
• Provide coverage for other members of Administrative team, including Reception, as needed.

Core Competencies:

• This position requires the ability to effectively establish and maintain cooperative working relationships within a multicultural environment with significant spiritual and religious diversity.
• Must have the ability to respect, promote, accommodate, and not be in conflict with the mission, moral, social teachings, doctrines, and laws of the Roman Catholic Church.
• Be familiar with the Sisters of St. Joseph, Congregational charism, values, and priorities.
• Master problem solver, decision maker and remain calm under pressure.
• Have capacity to multitask, respond and adapt in a fast-paced environment.
• Strong project management skills: you think ahead and anticipate needs.
• Ability to work in a team environment, ensuring key stakeholders are brought along as necessary.
• Experience in coordinating and managing multiple calendars within an organization.
• Proficiency in using diverse electronic tools, such as Microsoft Office and the ability to adapt to innovative technologies.

Job Specifications:

• Associate degree in or related-field.
• At least 3 years of experience in Personal assistant experience supporting a chairperson, CEO, Chief of Staff or other C level person.
• Strong verbal and written communication skills.
• Excellent organizational and time management skills.
• Able to maintain confidentiality and exercise discretion.
• Professional demeanor and appearance.
• Able to work independently and as part of a team.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and talk or hear. The employee is occasionally required to climb or balance; stoop; kneel, crouch, and taste or smell. The employee must be able to regularly lift and/or move up to ten pounds and occasionally lift and/or move up to twenty-five pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, peripheral vision, and ability to adjust and focus.

Work Environment:

The work environment described here is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $41,467.47 - $49,939.32 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Work Location: In person