Executive Assistant

SUMMARY:

Daughters of Charity is a world-wide nonprofit Catholic organization with a mission to help the poor and disenfranchised by providing social services, education and access to health care education and social services.
QUALIFICATIONS:
· Must understand and support the mission of the Daughters of Charity and Vincentian Values as stated in the Seton Employee Handbook.

· Must possess personal qualities of integrity, respect for others, good judgment, and good communication skills.

EDUCATION AND EXPERIENCE:

· Minimum AA, Bachelor’s Degree desired

· At least 2 years’ experience working as a generalist office manager/executive assistant

SKILLS, KNOWLEDGE AND ABILITIES:

· As a member of the Ministry Services of the Daughters of Charity of St. Vincent De Paul (MSDC) team, the Executive Assistantwill provide administrative support and information management to the Chief Operating Officer, Director of Human Resources and Director of Risk Management including clerical, secretarial and basic accounting functions. The Executive Assistant's support will allow the officers and directors to provide efficient and professional services to all components of MSDC and its subsidiary organizations.

ESSENTIAL DUTIES:

· Annually, draft and revise excel spreadsheets

· Assist with archive projects, scanning and saving documents in electronic system

· Update Statements of Information with the Secretary of State as they become due

· Update Fictitious Business Name Statements as they become due

• Maintain open and cordial communication with all internal and external constituencies
• Provide support in maintaining and processing documentation and records
• Assist in creating Human Resources documents
• Assist in reviewing personnel handbook
• Update insurance manual, annually
• Assist with the distribution of insurance invoices

· Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics

· Conserve COO's and Directors’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications

· Maintain confidentiality in relation to all work-related information, correspondence and interactions

· Prepare reports by collecting and analyzing information

· Provide historical reference by developing and utilizing filing and retrieval systems

· Maintain office supply inventory by checking stock to determine inventory level; anticipate needed supplies and place orders for supplies; verifying receipt of supplies and charges

· Create files

· Prepare organizational charts

· Contribute to team effort by accomplishing related results as needed

· Manage Board Room Calendar, point person for PowerPoint equipment

• Assist with other projects as requested by Management
• Accounts payable – write and print checks to vendors using QuickBooks
• Prepare reports and account balance statements for MSDC Subsidiaries and school grants, as requested

PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS:
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.

· Must be able to use a computer keyboard and calculator

· Must be able to carry up to 20 lbs.

· Must be able to travel locally

· Perform other duties as requested

Job Type: Part-time

Pay: $30.00 - $35.00 per hour

Schedule:

• 4 hour shift

Education:

• Bachelor's (Required)

Experience:

• Executive Assistant: 2 years (Required)

Work Location: One location

Salary : $30 - $35