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Executive Assistant

Lake Oswego, OR · Administrative

The Sisters of the Holy Names of Jesus and Mary (SNJM) is an international congregation of Catholic Sisters with offices located in Oregon, Washington California and Windsor, Canada.
 
The Sisters are dedicated to the full development of the human person through education, social justice, contemplation, and the arts.  Our staff, through their work, live out this vision in support of the Sisters, their mission, and their ministries.

SNJM prides itself on creating a warm and caring work environment. We treat one another with dignity, seek understanding and we value differences.  Our teams build supportive relationships that foster openness, trust, and harmony.  We look for ways to develop the knowledge, skills and abilities of our employees and encourage staff to think creatively and innovatively.
 
If the SNJM work environment sounds like what you are looking for, we invite you to apply for the Executive Assistant position we have in our Lake Oswego office.  We offer a competitive salary and benefits package   including medical/dental/vision/life insurance and short and long-term disability, a generous 401(k) program, 10 paid holidays per year and paid time off starting at 18 days/year.


SUMMARY:  The Province includes multiple locations in the United States and Ontario, Canada. This Executive Assistant position is based in Lake Oswego, Oregon and provides a high level of administrative support to the Province Leadership Team including communication, administrative and event support to the leadership of the U.S.-Ontario Province of the Sisters of the Holy Names of Jesus and Mary (SNJM), as well as to staff and SNJM community members as directed.  The position also works closely with the Province Communications Department in coordinating emails, newsletters, and other communications with SNJM Sisters. This position supervises a part-time receptionist.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. Responsible for taking minutes/notes of administrative meetings. Edit or draft communications, such as letters, emails, reports, and other correspondence, write and edit documents, produce reports, create, and maintain organized filing systems.
  2. Provide administrative support to the Province committees.
  3. Collaborates with the Communications Department on press releases and communications from the Province Leadership Team.
  4. Create online surveys and summarize data as requested.
  5. Develop and maintain a campus SNJM calendar – this position would be the point person for knowing what is taking place around the campus.
  6. Stay up to date on individual PLT’s out of office schedules, coordinates and books travel for Province leadership and others as assigned.
  7. For Province major events responsible for coordination with vendors, caterers, hotels, and transportation. Oversee event registration, special accommodation request and other logistics, working with receptionist and planning committee to ensure all event details are in place.
  8. Provides supervision to a part-time Receptionist.
  9. Perform other related duties as assigned.
 
SUPERVISORY RESPONSIBILITIES:  Part-time Receptionist
 
QUALIFICATIONS:  To perform this job successfully, individuals must be able to perform each essential duty satisfactorily. The person must believe in and be supportive of the mission of the Sisters of the Holy Names to promote justice and create community.   The requirements listed below are representative of the knowledge, skills, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Education:     Bachelor’s degree or equivalent combination of education and professional experience.
 
Experience:   Minimum of 3 years related experience.
 
Skills, Knowledge and Abilities:
  1. Must be supportive of the mission of the Sisters of the Holy Names of Jesus and Mary. 
  2. Must model SNJM Guiding Values in carrying out work activities and responsibilities.
  3. Must have demonstrated experience of maintaining confidentiality of sensitive information.
  4. Exceptional interpersonal, organizational and verbal communication skills.
  5. Demonstrated skill with writing and editing in English, including proficiency in grammar, spelling and punctuation.
  6. Proficiency with Microsoft Office software, Adobe Acrobat Pro, online survey services (Survey Monkey experience preferred) and email services (Constant Contact experience preferred).
  7. Ability to work independently as well as to function as part of a team.
  8. Ability to analyze and prioritize work assignments and manage complex projects.
  9. Event planning experience is a preferred.
  10. Ability to read and write in French or Spanish is a plus.

 
PHYSICAL DEMANDS AND/OR WORK ENVIRONMENT: 
Position has a light degree of physical demands, performed in an office setting. Requires ability to lift a minimum of 20 pounds. Must have the ability to travel and perform occasional weekend and evening assignments.
 
HOURS: Full-time, 40 hours per week Monday through Friday. Occasional evenings and/or weekend work as confirmed.


SNJM is committed to continually building a workplace that exemplifies its values and vision of being hospitable to everyone. The Sisters of the Holy Names of Jesus and Mary (SNJM) is an Equal Opportunity Employer.

We offer a competitive salary and benefits package including medical/dental, group life and disability coverage, a 401K plan, and paid time off.

To learn more about the mission and vision of the Sisters of the Holy Names visit: www.snjmusontario.org

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