Administrative Assistant

JOB SUMMARY

The Administrative Assistant role will coordinate and manage scheduling, prepare and organize important strategic support materials and plans, to support the mission of The Village of Harmony Hill and the Mother of God Monastery leadership team. This role will be recognized as the “first point of contact” for the campus in the Commons grand entrance and must have dynamic interpersonal skills, a welcoming demeanor of radical hospitality in a high visibility setting.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills, project management skills, strong organizational skills, and the ability to identify and anticipate the needs of visitors and the organization. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Village of Harmony Hill corporation, senior living residents, and guests of the Commons. To perform this job successfully, the individual is expected to handle coordination of event space, multiple calendars, coordination of projects and events.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Ensure the Village Core Values, and the mission and vision of the sisters are reflected in all interactions.
• Actively embrace a culture of community and an attitude of hospitality and mutual responsibility.
• Maintain the Commons calendar, including scheduling meetings, appointments, and community activities.
• Support The Village Board of Directors and Monastery Board of Directors.
• Provide executive support to the Prioress and the Chief Operating Officer.
• Serve as an instrumental member of the sales and marketing team in building community relationships with residents of The Village, prospective residents and their families, as well as potential business partnerships.
• Supports and serves on the administrative leadership team for Mother of God Monastery
• Collect and retain pertinent information for reports; create necessary processes for receiving information.
• File and retrieve documents, records, and reports.
• Provide administrative support to fund development including data entry of donor database records, receipting, reporting, correspondence, and fundraising events.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
• Maintain various records and documents for corporations and teams.
• Provide coordination, monitoring, and communication of projects and programs.
• Schedule meetings; assist in the preparation and distribution of meeting agendas and materials.
• Must have the ability to maintain confidentiality and guard sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Assist in coordination of EOS strategic planning support across the campus.
• Other duties as assigned.

QUALIFICATIONS

• 3-5 years of previous administrative experience.
• Experience identifying and implementing processes and procedures to improve work efficiency.
• Handle multiple projects simultaneously within established time constraints, without losing focus.
• Strong computer skills; including Microsoft Office Suite software.
• Strong oral and written communication skills
• Highly organized with a strong knowledge of administrative functions.
• Strong attention to detail.
• Ability to demonstrate strong critical thinking and problem-solving skills.
• Professional demeanor required with confidentiality and discretion.
• Capacity to handle tight deadlines and last-minute changes, adapt quickly while remaining flexible, without sacrificing detail.
• Work professionally with customers and co-workers to efficiently serve our customers, treating both with enthusiasm and respect.
• Demonstrate initiative to work independently and as a member of a team.

PHYSICAL DEMANDS

• Ability to see, speak, and hear.
• Frequent sitting and use of hands and fingers to handle, feel, or reach.
• Frequent standing and walking.
• Frequent lifting of up to 25 lbs.
• Occasional need to climb, balance, kneel or crouch.
• Vision abilities include distance and close vision

WORK ENVIRONMENT

• Work is primarily performed in an indoor office environment.
• Primary work setting will be in the “grand entrance” of the Commons.

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person