The Grand Rapids Dominicans are seeking qualified candidates for an executive assistant position.

Responsibilities and duties:

  • Perform general office administration tasks for Prioress and Council  including but not limited to filing, copying, faxing, phone and email messaging, mail sorting, word processing and correspondence.
  • Maintain Prioress and Council Outlook calendars including recurring meetings.
  • Assist with planning and scheduling of meetings, including coordinating or setting up beverage service, room arrangements, providing driving directions, distributing documents, taking/typing/circulating minutes, typing others’ minutes.
  • Attend meetings and take/transcribe minutes as assigned.
  • Coordinate travel arrangements, including flight and airfare research and making travel requests to travel agent as needed.
  • Initiate and process check requests, including cover letters and registration forms, if needed.
  • Maintain calendar of charitable events, including event details; seek/log event participants and follow up with charitable organizations.
  • Write/edit/proofread/finalize/mail executive correspondence and letters for Prioress and Council and create/maintain related name/address records if needed.  Use mail merge as appropriate.
  • Assist Sisters in provision of printed materials, answers to questions, access to Prioress and Council and other tasks as needed.
  • Assist with content and timing of internal communications.
  • Develop and maintain files, including official corporate civil and canonical records.
  • Provide administrative support for annual and occasional projects as assigned, i.e., research and provide support to include processing legal forms needed for completion of legal guardianships and name changes; initiate and coordinate monthly and yearly updates to Congregational Directory; and file maintenance of Access database and accompanying monthly and annual reports
  • Conduct internet research as assigned.
  • Backup support for East Wing Office Manager.

Qualifications:

Education: College degree or equivalent experience.

Experience: 5 to 10+ years of a proven track record and competency working as a high-level administrative professional.

Knowledge and skills:

  • Excellent project management and analytical skills, with strong attention to detail and problem solving.
  • Proactive and able to anticipate needs.
  • Highly organized and efficient.
  • Excellent communication skills (both written and verbal).
  • Ability to work with a diverse population including people who are elderly.
  • Ability to represent the Congregation with high degree of professionalism in internal and external communications.
  • Ability to work independently and as part of a team.
  • Able to handle confidential and sensitive matters with the greatest discretion.
  • Advanced proficiency in Microsoft Office Suite including Outlook, PowerPoint, Word, Excel, Access and EventProplus general office technology.

To apply:

Send resume and cover letter to humanresources@grdominicans.org

Posted: 1/14/20

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