Executive Assistant Senior. Houston Move Collective

Executive Assistant Senior - 355269

US:

TX:

Houston | Administrative Assistants | Full Time

30.15 USD per hour

Summary:

Working independently with minimal or no supervision, this position provides for and facilitates the smooth operation of the office by anticipating the needs of the Congregational Leader. Performs diverse executive secretarial, administrative support, and assists in the administration of day-to-day operations. By nature of the position, the work involves a high degree of professionalism, dealing with internal and external leadership teams.

Exposure to sensitive information necessitates the use of creativity, tact, diplomacy, discretion, and judgment. The work is typically of the highest complexity and requires the ability to handle confidential information on a regular basis. The individual in this position must possess the ability to perform a variety of important, frequently urgent, confidential, and complex tasks with constantly changing priorities.

The Executive Assistant Senior is expected to behave in a manner consistent with the Core Values and must collaborate with other Associates and departments to ensure the overall mission is achieved.

Responsibilities:

• Organizes and prioritizes, acting independently or with little supervision in handling of incoming and outgoing projects.
• Manages all logistical aspects of the office, including:
• Scheduling of meetings and appointments, including reserving conference rooms, arranging for set up of refreshments, audio/visual and conferencing equipment and notifying attendees.
• Maintaining personal calendar of Congregational Leader.
• Maintaining Council calendar.
• Maintaining reservation books, including Council, Chaplain's Quarters, Apartment B, Beach House, and Lake House.
• Coordinating domestic and international travel arrangements, including confirming flights, accommodations, ground transportation shuttle services, car rentals and obtaining visas.
• Responds to requests for information from leadership team, congregational members, employees, and the general public, utilizing the telephone, mail, Internet and e-mail. In some cases, identify issues and concerns and communicates them to the appropriate individuals.
• Gathers and attaches appropriate information and/or files to facilitate action, pertaining to incoming internal or external communications.
• Prepares meeting agendas and distributes to the appropriate persons.
• Organizes Council Feastday preparations - make the necessary requests to Dietary and send out notices to Council members.
• Organizes attendance at fundraising events sponsored by the Congregation - poll Sisters for availability, send out communications to the Sisters and to the organizations, coordinate drivers, provide directions, etc.
• Copies and assembles materials and gather background and supporting documentation for distribution to the Board/Council meetings for review and decision-making purposes.
• Prepares drafts of minutes for Board, Council, Joint Council, and SCH Members meetings for review by the General Secretary, Congregational Leader and Council and makes the necessary corrections to finalize for corporate record keeping.
• In accordance with Board and SCH Members' action, prepares Certificates of Action for implementation by the Finance Department.
• Upon receiving funding requests from outside organizations, work with Congregational Leader to review and process requests. Research past funding history, complete necessary forms and documentation to move forward to Director of Social Concerns for review, to Finance to obtain checks for items approved by the Congregational Leader, or to the Board for further consideration.
• Composes correspondence, including missioning letters, grant recipient letters, letters of decline for funding, memorandums, forms, reports and other communications from written or oral directions and ideas, and/or dictation from Congregational Leader and Congregational General Secretary.
• Places, answers and screens telephone calls, providing information, taking and relaying messages and/or directing calls to appropriate personnel.
• As the first point of contact between the Congregational Leader and visitors, receives and provides effective and courteous customer service to visitors to the area. Visitors include CCVI Sisters, non-CCVI Sisters, executives, employees, and the general public.
• Conducts research on the Internet for various projects.
• Orders office supplies and congregational stationery, as needed.
• Orders flowers and Mass cards as requested by the Congregational Leader and Congregational General Secretary.
• Writes checks and reconciles the Generate checking account.
• Maintains the Genera late Petty Cash.
• Processes Christmas card greetings/cards/checks.
• Renders computer assistance.
• Upon request by Congregational Leader, provides support to other congregational members including making travel arrangements and typing of correspondence.
• Makes preparations for Jubilee, including receipt of RSVPs and organizing guest lists.
• Assists…