Job Opportunity | Administrative Assistant

Executive Assistant/Office Administrator

ACCOUNTABLE TO: Provincial
POSITION SUMMARY:
The Society of the Divine Savior (Salvatorian Priests and Brothers) is a religious order of the Catholic Church. The USA provincial office, located in Milwaukee, WI, includes the provincial, vicar provincial, and the directors for missions, communications/mission advancement, formation, and vocations. They provide a variety of services to the members of the province, oversee provincial operations, and relate to dioceses, other organizations, and Salvatorians in Rome and around the world on behalf of the USA Province. The Society also collaborates very closely with the Salvatorian Sisters and Lay Salvatorians (Salvatorian Family).
The executive assistant/office administrator provides high-level administrative support and performs general office duties. The position is full-time (40 hrs/week). The executive assistant/office administrator reports to the provincial superior and works closely with the director of communications/mission advancement.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Support the provincial, vicar provincial and office directors in fulfilling their duties, as required
• Learn essential tasks of the various departments in order to assist when needed
• Learn about the Salvatorian charism and mission, in order to better represent the community
• Receive and appropriately direct all visitors and phone calls in a professional and hospitable manner
• Promptly sort and distribute incoming correspondence, including mail, faxes, voice messages, and email, and reply when appropriate
• Promptly respond to and distribute announcements, newsletters, and other information received from the Generalate in Rome and the Salvatorian Family
• Send outgoing mail and packages, including fulfilling orders from the Salvatorian Store
• Coordinate birthday card distribution for Society members, including ordering cards, providing them to the provincial to sign, and mailing in a timely manner
• Keep database and contact lists current for the provincial office, such as for Update, Christmas cards and event invitations
• Coordinate information exchange with the third-party data management company
• Organize and maintain all physical and digital files, including confidential, legal, and sensitive information, updating data as necessary
• Transfer materials to the provincial archives when appropriate
• Manage the master office calendar
• Set up video and phone conferences
• Provide support for onsite meetings and events, including document preparation and hospitality
• Maintain office equipment, order supplies, and request repair service when needed, including printer/copier/scanner machine, postal meter, and computers
• Maintain titles for province vehicles, communicating with province members regarding registration renewals when necessary
• Maintain and update the Salvatorian Handbook (province policies, forms and data) and the Salvatorian directory
• Oversee and update province members’ personnel files according to province policies, including annual data forms and compliance with safe driver and safe environment policies
• Oversee and properly document the province’s compliance with all safe environment policies and accreditation standards, and coordinate our response to the periodic accreditation process
• Oversee procedures and maintain records for immigration matters
• Other duties as needed/assigned

ESSENTIAL SECRETARIAL AND ADMINISTRATIVE SKILLS

• High school graduate or equivalent
• Five years experience
• Commitment to maintaining confidentiality in all matters pertaining to province records and personal encounters
• Experience in secretarial procedures, proofreading, and physical and digital file management
• Good verbal and written communication skills for relating to the staff and others in person, on the phone, and through formal and informal written communication
• Proficiency in using Windows, Microsoft Office, social media and the internet
• Skill in the use and maintenance of office equipment, such as computers, printers/copiers (able to clear jams, load paper and toner), telephone (including an intercom system, several extensions, and answering system), fax, postage machine, as well as local network and “cloud” services, in order to troubleshoot
• Ability to work collaboratively and effectively with others, including being organized, dependable, conscientious, and punctual
• Ability to work independently with little or no supervision, exercising independent judgment, coordinating multiple responsibilities while maintaining keen attention to details, and demonstrating the ability to prioritize, complete tasks and meet deadlines
• Flexibility in order to respond to immediate requests for assistance and to take on unstructured tasks
• Knowledge of Catholic-Christian faith, terminology and organizational systems, preferably including experience with religious orders
• Ability to climb stairs, lift and carry up to 30 lb. packages.

Society of the Divine Savior Provincial Offices
1735 N Hi Mount Blvd., Milwaukee, WI 53208

Contact Sue Kadrich or Fr. Jeff Wocken, SDS – (414) 258-1735