Executive Administrative Assistant to the Provincial

POSITION:                Executive Administrative Assistant to the Provincial

REPORTS TO:        Provincial

JOB SUMMARY: The Executive Administrative Assistant exercises routine and specialized administrative assistant assignments, including written and/or composed correspondence; performs a variety of general clerical duties, record keeping and administrative detail; is expected to have sound organizational skills as well as flexibility to adjust to the changing demands of the position; must be reliable and trustworthy and with a sufficient degree of independence and initiative so as to run the office when the Provincial is away from the office. 

This position supports the Provincial staff (Vice Provincial and Provincial Council) as needed.  While this position reports directly to the Provincial, the executive administrative assistant is regularly involved working separate assignments: hence, the need for flexibility.  The executive administrative assistant works closely with Director of Human Resources on employee-related events and time records for this position. 

The role of Executive administrative assistant demands a high degree of confidentiality in view of the many sensitive issues and privileged information that is dealt with. 

DUTIES AND RESPONSIBILITIES

General office responsibilities

1. Receive and screen all telephone calls.
2. Open Provincial office mail and distribute accordingly
3. Maintain Provincial calendar and assist outside SVD’s with calendars
4. Arrange, as directed, meetings, conferences, retreats/workshops and other events like this
5. Prepare mailings, update mailing lists, run labels, stuff envelopes for elections, provincial chapters, provincial council meeting, Chicago Province Newsletter, birthdays, ordinations, vows, publications from Rome and other similar items.
6. Update and submit yearly to Rome changes to Chicago Province section of the Catalogus (e.g. changes in SVD location, address, phone numbers, deaths, transfers and other such items)
7. Assist in the contents of the monthly Chicago Province Newsletter, providing Provincial schedule, birthdays, email and address updates, deaths and illnesses and other such items
8. Prepare the list of Jubilarians for ordination and profession of vows
9. Send out via email to the Chicago Province SVD members and other designated SVD members and Sisters the Arnoldus Nota, VIVAT Internation, SVD death notices from Rome and Provincial news.
10. Organize, maintain and order supplies for the Provincial Office as well as going to the local office supply store to purchase needed office supplies
11. Purchase locally, monthly, staples for the entire Province Center
12. In conjunction With Human Resources, ordering food and supplies, set-up and clean up for Province Center employee social functions throughout the calendar year
13. Maintain the storage areas in the provincial office area in a neat and orderly fashion

Provincial Council responsibilities

1. Put together and print the Agenda each month for the Provincial Council meetings
2. Send out supporting documentation to council members
3. Send out follow-up letters from the provincial council meeting.
4. On the day of Council meetings, set up the conference room with drinks and snacks
5. Once council meeting is over, update Donor Perfect with necessary information
6. Maintain files for the Council meeting

Chicago Province responsibilities

1. Assist in the preparation of correspondence, reports, agenda, minutes and special projects (e.g. Annual Reports, Annual Relatio, Chapters/Assemblies, Local Superiors, First Five, Elections, Retreats)
2. Update and maintain the Chicago Province SVD member database (Donor Perfect) which includes titles, birthdays, location, dates of religious history, assignments, appointments, travel, legal document information such as: immigrations/visa, Power of Healthcare and Property, Wills, personnel sheet, Curriculum Vitaes and driver’s license. To include updating (Arch)diocese addresses and contact information for Testimonials, Mission Appeals and faculties.
3. Update and maintain, print and distribute yearly the Tri-Province Directory (USC, USS, USW) to SVD members, Sisters and office staff.
4. Provide updates on members of the Chicago Province to the Archdiocese of Chicago including, but not limited to new members, departed members, deaths, address changes
5. Handle the request for Testimonials from SVD for doing ministry outside their diocese and parishes containing information of purpose, along with Mission Appeal testimonials requested from the Mission Office.
6. Prepare monthly birthday envelopes for the Provincial to send to every member of the Chicago Province.
7. Works on Chicago Province Praesidium Accreditation compliance within the database, Donor Perfect, and generates an end-of-year report for Praesidium, working closely with the Director of Safe Environment
8. Site Administrator for the Archdiocese of Chicago for Safe Environment Training. Distribute and collect paperwork and Safe Environment training documentation for new Chicago Province members
9. Works with the Province Center Archivist on the retention of Provincial Office personnel and office files.
10. Collaborate with the Province Center Medical Claims & Social Security Coordinator on SVD members.

QUALIFICATIONS

Education and Experience

1. Minimum of Five (5) years of administrative experience, preferably Church or Church-related experience
2. High degree in computer literacy and master of common software applications including all Microsoft Office programs
3. Basic bookkeeping and recordkeeping methods
4. Notarization certification or ability to provide one within Four (4) months from hire date (Notary Fees are paid for by the Province Center)
5. Proficient in Adobe Acrobat, full read and write version

Knowledge, Skills and Abilities

1. Good written and oral communication skills, both written and oral
2. Exceptional organizational skills
3. Ability to maintain confidentiality
4. Strong ability to manage time and set priorities
5. Ability to work independently and responsibly with little or no supervision at a high level of responsibility
6. Ability to work with a variety of constituencies
7. Some knowledge in understanding the (Arch)Diocesan and Church structure
8. Ability to work collaboratively with the provincial and other members of the council

EMPLOYER

The Society of the Divine Word is a Catholic non-profit organization of Priests and Brothers who serve the poor, minorities and immigrants. This position is at the administrative headquarters located in Techny, Illinois, which serves more than 200 members working in more than 20 locations in the Midwest and Eastern United States, Canada and the Caribbean.