The Sisters of the Holy Names of Jesus and Mary (SNJM) is an international congregation of Catholic Sisters with offices located in Oregon, Washington California and Windsor, Canada.
The Sisters are dedicated to the full development of the human person through education, social justice, contemplation, and the arts. Our staff, through their work, live out this vision in support of the Sisters, their mission, and their ministries.
SNJM prides itself on creating a warm and caring work environment. We treat one another with dignity, seek understanding and we value differences. Our teams build supportive relationships that foster openness, trust, and harmony. We look for ways to develop the knowledge, skills and abilities of our employees and encourage staff to think creatively and innovatively.
If the SNJM work environment sounds like what you are looking for, we invite you to apply for the Executive Assistant position we have in our Lake Oswego office. We offer a competitive salary and benefits package including medical/dental/vision/life insurance and short and long-term disability, a generous 401(k) program, 10 paid holidays per year and paid time off starting at 18 days/year.
POSITION SUMMARY: The Executive Assistant provides high level administrative support to the Educational Ministries of the Sisters of the Holy Names of Jesus and Mary. This includes schools, universities, literacy and music education programs. Collaborates with the Manager to provide services to decision-makers involved with the Educational Ministries Office, SNJM leadership, Corporate Members, and the nine ministries. Maintains permanent corporate records related to the ministries.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Collaborates with the Manager of Educational Ministries to ensure efficiency and effectiveness of the office, especially when the Manager is traveling. In the Manager’s absence, exercises judgment in assessing and directing responses to ministry-related queries.
2. Assumes primary administrative responsibility for production, retention, disposal and storage of corporate records and files for all Educational Ministries in accordance with relevant ministry articles, bylaws, and document retention policies and practices.
3. Maintains and updates database information on the Educational Ministries in order to compile reports and analyze data.
4. Collaborates with the Manager of Educational Ministries to:
a. Compile, analyze, and interpret ministries’ data in order to identify and track trends and to prepare reports for Members.
b. Help ministries organize, format and present data for strategic planning.
5. Works with the Manager of Educational Ministries to draft and/or finalize content of materials regarding mission, values, and charism and to maintain a system for sharing those documents with Corporate Members, ministry leaders and employees, ministry boards, and the public.
Develops, maintains, and tracks background information, corporate records, database entries and correspondence related to:
6. Actions taken by SNJM corporate Members of the ministries in relation to each ministry. (Examples: Approvals or acceptances of audits or budgets, approvals of potential additions to a ministry’s board, hirings/dismissals of key personnel, revisions of corporate articles and bylaws.)
The annual process of soliciting ministries’ requests for a variety of financial support.
7. Assists with planning, organizing, and executing physical or virtual meetings and events, including:
a. Working with the Manager to produce and distribute agendas, pre-meeting study materials, surveys, and collateral;
b.Setting up meeting spaces and technology, and coordinating with other departments to schedule lodging, local transportation, and meals.
8. Provides written and graphic content and gives direction to Province graphic design staff to produce multimedia collateral material for projects, ministries, meetings and the web while ensuring the success of collaborative projects.
9. Prepares monthly credit card and expense records for the department and maintains up-to-date tracking of budgeted expenses for the oversight of the Manager.
10. Performs other related duties as assigned.
QUALIFICATIONS: The essential functions listed below are representative of the knowledge, skills, and/or ability required to perform this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Bachelor degree or equivalent experience.
Experience: Minimum of five years of experience, preferably in an administrative or executive assistant or comparable position, involving creation of a variety of written communications, development of database documents, creation of document management systems and other work of a project nature, relating to areas relevant to the job description. Preferred experience: Working with boards of trustees/directors.
Skills, Knowledge and Abilities:
Must be supportive of the mission of the Sisters of the Holy Names of Jesus and Mary.
Must model SNJM Guiding Values in carrying out work activities and responsibilities.
Must be able to respect and maintain confidentiality of sensitive information.
Must possess excellent administrative skills, including advanced knowledge and technical proficiency with Microsoft Office suite. Prefer advanced proficiency with Microsoft Outlook, spreadsheet, database, and thorough knowledge of web/print technical requirements in general.
Must be able to:
Complete tasks with thoroughness, accuracy, and attention to detail.
Use electronic meeting, telephone, voicemail, conference call, email, online collaboration, and DocuSign systems accurately.
Maintain excellent interpersonal relations with leaders/board members of the Educational Ministries, SNJM leadership, Corporate Members, SNJM staff, and the public.
Maintain high ethical and professional standards.
Research, compile, analyze, and interpret data, and identify trends.
Research information related to boards of trustees/directors.
Oral and written communication skills, including spelling, punctuation, and grammar.
Ability to meet deadlines and to prioritize and execute tasks with minimal supervision.
Ability to work independently while keeping the Manager of Educational Ministries and/or others informed on projects or assignments.
Flexibility and adaptability in the midst of change or when redirected.
Ability to use tact and good judgment in responding to a variety of personalities and situations.
HOURS: 40 hours per week. Occasional evenings and/or weekends as confirmed.