Knowledge and Abilities:
- Highly motivated to strongly support the overall mission of St. Joseph’s Children’s Home
- Exceptional interpersonal, verbal and written communication skills
- Excellent organizational skills and strong attention to detail
- Excellent time management skills with proven ability to manage multiple priorities and meet deadlines
- Outstanding judgement, discretion and sensitivity in handling confidential information
- Ability to anticipate needs and proactively resolve issues
- Experience supporting senior leadership in complex organization
- Experience working in healthcare or human services setting preferred
- Proficiency in Microsoft Office Suite and relevant system applications
- Ability to work independently while maintaining strong collaborative relationships
Resident and staff privacy and confidentiality is protected at all times. Minimum necessary access to resident and staff records and information is assigned based on the job duties and responsibilities outlined below.
Key Areas of Responsibility:
Culture and Mission:
- Represent the Executive Director’s Office and St. Joseph’s Children’s Home by living out our organizational values daily.
- Support the mission of St. Joseph’s including spiritual formation as part of healing.
Executive Level Support:
- Provide high-level administrative support and assistance to Executive Director and assigned Leadership staff to support the development and implementation of organizational strategies and priorities.
- Prepare correspondence, reports, presentations and other documents on behalf of the Executive Director and assigned Leadership Staff. Handle printing, copying, mail, and document management.
- Serve as liaison between the Executive Director, staff, Board members, external partners, and the public including receiving and screening calls, managing inquiries, and directing communication appropriately.
- Manage and maintain the Executive Director’s calendar, including scheduling meetings, prioritizing time-sensitive matters and coordinating logistics.
- Keep Executive Director informed of urgent, emerging or priority issues requiring attention or follow-up.
- Coordinate Executive Director and assigned Leadership staff travel logistics, including transportation, lodging and itineraries.
- Assist in scheduling meetings of the Board of Directors and its Committees; prepare and distribute of meeting agendas and meeting materials; attend meetings and record draft minutes.
- Organize and prepare for leadership and staff meetings, including scheduling, sending reminders, preparing materials, and recording minutes as needed.
- Track action items, deadlines, and follow-up tasks resulting from executive, board, and leadership meetings to ensure accountability and completion.
- Complete special projects as assigned including development of PowerPoint presentations, spreadsheets, reports, and other executive materials.
Organizational & Administrative Support:
- Maintain organized electronic and physical filing systems related to executive and board operations.
- Assist with coordination of internal communications and leadership-level initiatives.
- Support cross-departmental collaboration by facilitating communication and scheduling across leadership and departments.
Support Services:
- Assist with rotation of mail processing and daily deposits.
- Provide backup support for reception desk responsibilities.
- Demonstrate flexibility and teamwork to support the overall operations of the organization and ensure positive outcomes for youth and staff.
Other Duties and Responsibilities:
- Participate in the development and maintenance of policies and procedures.
- Ensure the mission of St. Joseph’s, including the spiritual formation of residents, is supported through professional conduct and service.
- Perform other duties as assigned, including providing support to other departments and Leadership staff as needed and directed.
High School Diploma or equivalent with five or more years’ experience in executive-level administrative support; Bachelor’s degree in Business Administration, Communications, or related field preferred.
The Executive Assistant provides high-level administrative and operational support to the Executive Director and assigned leadership staff. This role requires a high degree of integrity, professionalism, discretion, and initiative and is responsible for ensuring efficient operations, effective communication, and seamless coordination of executive, board, and organizational priorities. The position supports the mission of St. Joseph’s Children’s Home by enabling leadership to focus on strategic and organizational goals.
