Position Summary: Reporting directly to the Auxiliary Bishop, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Auxiliary Bishop. The Executive Assistant also serves as a liaison to the senior management team and employees of the Chancery and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, but fast-paced environment that is mission-driven and results-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, maintain a realistic balance among multiple priorities and be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Responsibilities
Essential Functions of the Position:
• Completes a broad variety of administrative tasks for the Bishop including: managing an extremely active calendar of appointments; completing expense reports; answering and directing calls; taking messages; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. • Plans, coordinates and ensures the Bishop’s schedule is followed and respected. Serves as "gatekeeper" for providing direct access to the Bishop’s time and office. • Communicates directly, and on behalf of the Bishop. • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Bishop, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response. • Provides clerical and general office support to other offices; delegates tasks and responsibilities to other staff members when appropriate. • Works closely and effectively with the Bishop to keep him well-informed of upcoming commitments and responsibilities and follows up appropriately; acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Bishop updated. • Manages a variety of special projects for the Bishop, some of which may have organizational impact. • Reads and analyzes letters, agendas, and memos, determining significance and routing to appropriate personnel in a timely and efficient manner. • Develops and utilizes historical information, providing retrieval of information through an efficient and well-maintained filing system. • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Bishop’s ability to effectively provide leadership. • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Qualifications
Job Requirements (Knowledge, Skills and Abilities):
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; • Very strong interpersonal skills and the ability to build relationships with all constituents including staff, clergy, and external parties; • Strong written and verbal communication skills; • Demonstrated proactive approaches to problem-solving with strong decision-making capability; • Highly resourceful team-player, with the ability to also be extremely effective independently; • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response; • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment; • Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Job Qualifications: (Education and Experience):
• Bachelor's degree required; • Five to 10 years of experience supporting executive level leaders, preferably in a Non-profit organization; • Experience and interest in internal and external communications and partnership development; • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms.
Physical Requirements:
• Ability to sit or stand for prolonged periods of time for meetings/presentations; • Ability to use computer keyboard for communication, document preparation and data analysis; • Ability to lift 10+ pounds
Archdiocese of Saint Paul & Minneapolis
Saint Paul, Minnesota 55106
US
