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Franciscan Ministries · 10 hours ago

Executive Assistant / Manager of Administrative Support

Our Lady of Victory Convent

Full-time

Onsite

Senior Level

$65K/yr - $70K/yr

5+ years exp

Franciscan Ministries is seeking an Executive Assistant / Manager of Administrative Support to provide high-level executive and administrative support while managing the workflow of administrative support staff. The role involves supporting the General Minister and overseeing various administrative and event coordination tasks, requiring exceptional organizational skills and leadership ability.

Assisted LivingCommunitiesHealth CareNon Profit

Responsibilities

Provide comprehensive administrative support to the General Minister

Assist with preparation of Board and Council materials, including capturing and documenting meeting minutes

Organize meetings and conference calls; prepare agendas and supporting materials as needed

Maintain administrative calendars, office correspondence, documentation, confidential Board records, archives, and minutes

Support FSC Corporate and Institute meetings, ensuring documents are accurately recorded, maintained, and accessible

Serve as Office Manager for the FSC Administration Building

Maintain budgetary figures for office supplies; anticipate and project financial needs

Assist the General Minister, General Treasurer, and IT with office equipment, technology purchases, and special projects

Manage building safety and security, including staff access cards, audits, and urgent deactivation upon termination

Protect and secure FSC confidential information and archives; ensure support staff follow proper practices

Support Gift Shop inventory management and offsite supply tracking

Maintain reservations for the House of Prayer

Coordinate, organize, and oversee FSC Sister events, including retreats, jubilees, masses, funerals, anniversaries, feast days, holiday services, and General Minister celebrations

Coordinate all aspects of events, including: Date verification and special requests, Communications (emails, invitations, thank-you notes), Information gathering and distribution, Documentation updates, Ordering supplies (invitations, décor, flowers, food, gifts, programs), Event setup coordination, Guest room reservations, Creation of booklets, notifications, and music handouts

Coordinate travel and conference arrangements for all FSC Sisters

Act as liaison between the General Minister and volunteers or contracted personnel

Oversee Administration Building support staff, ensuring accountability and policy adherence

Assess daily workflows to ensure priorities are aligned and outcomes achieved efficiently

Identify and address performance or efficiency issues; implement appropriate resolutions

Provide regular feedback and conduct annual performance evaluations

Manage staff timekeeping in relation to payroll

Qualification

Executive Assistant experienceSupervisory experienceMicrosoft Office proficiencyInternet research skillsTyping speed 75 wpmEnglish language proficiencyWritten communication skillsVerbal communication skillsInterpersonal skillsConfidentialityWork independently