Assistant to the President

1 month ago

Mishawaka, United States SISTERS OF THE HOLY CROSS INC Full time
Job DescriptionJob Description

Main Function:

Ensures the quality performance of the President’s office through project management and specific administrative duties. Serves as recording secretary to the Board of Directors and Executive Committee of four CSC-sponsored Corporations, the CSC Leadership Team and Extended Leadership Team, and the General Stewardship Committee. Provides technical and administrative support to the coordinating committee of the General Chapter. Serves as coordinator of service committees for the General Chapter. Serves as recording secretary of General Chapter.

ESSENTIAL FUNCTIONS

Presidential Support Responsibilities:

  1. Assumes responsibility for effective and efficient office operations of the President’s office and Leadership Team offices.
    • Maintains President’s calendar, schedules appointments without prior clearance.
    • Maintains working files for reference/retrieval process.
    • Screens and channels incoming calls, takes and prioritizes messages. Takes messages in absence of President; determines whether to hold, refer or contact President.
    • Establishes and maintains departmental files for office of the President.
      1. Serves as liaison between President and subsidiary boards, senior management and leadership, and external consultants.
      2. Assists President and General Leadership Team in following up on tasks/projects resulting from Leadership Team meetings.
      3. Coordinates preparation of annual Rome Report and every five-year Rome Report.
      4. Prepares appropriate documents in preparation for Exclaustration and Dispensation for sisters.
      5. Maintains total confidentiality and privacy in all matters concerning the Office of the President, the Leadership Team, and other members of the Congregation.
      6. Maintains “tickler file” of annual and occasional activities and responsibilities of the President’s Office.

Administrative Responsibilities:

  1. Prepares annual budget detail for development of annual administrative budgets for the following cost centers for President’s review: General Administration, Extended Leadership Team and General Chapter.
  2. Reviews monthly-quarterly budget variances and makes recommendations for implementing corrections.
  3. Conducts performance appraisals within appropriate time frame.
  4. Establishes and maintains timely and consistent communication with the administrative support staff in order to provide effective flow of information.
  5. Maintains the President’s Office Manual.
  6. Obtains information, compiles data, conducts research, maintains records and prepares reports, as needed.

Corporate Recording Secretary Responsibilities:

  1. Serves as recording secretary to the Board of Directors of the following Corporations:
  • Sisters of the Holy Cross, Inc.
  • Holy Cross Ministries of Utah
  • Academy of the Holy Cross
  • Heritage and Research Center at Saint Mary’s
  1. Develops quarterly and special meeting agendas, prepares resolutions, recommendations and necessary supporting documentation. Organizes all material into effective format for presentation to members.
  2. Records and transcribes official records of meetings; obtains required signatures; follows through on decisions and discussion to ensure that recommendations are implemented by appropriate person(s).
  3. Prepares board certified resolutions, obtains required signatures and distributes to appropriate parties.
  4. Oversees index of resolutions for each corporation.
  5. Assumes responsibility for all corporate records relative to members and terms of office for Board of Trustees of subsidiary corporations. Maintains working file of various boards, including terms and reappointments according to by-laws.
  6. Maintains corporate records books for each corporation and is responsible for presentation to auditors at time of annual audit review.
  7. Reviews and approves expenses relating to meeting functions.

Leadership Team and Extended Leadership Team Recording Secretary Responsibilities:

  1. Develops agendas, obtains material and organizes into effective format.
  2. Records and transcribes official records of monthly Leadership Team meetings, Extended Leadership Team meetings, and related Committees served by the President; obtains required signatures; follows through on decisions and discussions to ensure that recommendations are implemented by appropriate person(s).
  3. Prepares task list for Leadership Team of projects/tasks assigned at Leadership Team meetings.
  4. Maintains Leadership Team and Extended Leadership Team record books.
  5. Oversees index of resolutions and actions.
  6. Reviews and approves expenses relating to meeting functions.

General Stewardship Committee Recording Secretary Responsibilities:

  1. Assists with agenda preparation and meeting materials.
  2. Records and transcribes official records of annual General Stewardship Committee Meeting.
  3. Assists President in responding to annual recommendations made by all Stewardship Committees.

General Chapter Responsibilities:

  1. Arranges for meetings of coordinating committee of General Chapter, including teleconference set up. Arranges lodging and dietary services, if required.
  2. Serves as recording secretary for coordinating committee of General Chapter.
  3. Serves as coordinator of service committees for General Chapter. Schedules and leads monthly logistics planning meetings.
  4. Records and transcribes official records of General Chapter meetings, obtains required signatures and follows through with required archival.
  5. Maintains official records for General Chapter and presents to Archives and Records.
  6. Reviews and approves all expenses relating to General Chapter.

MINIMUM QUALIFICATIONS

Education:

High school graduate. Bachelors or Paralegal Degree preferred.

Experience:

Minimum 7 years advanced secretarial or paralegal experience required with two at executive level with significant exposure to senior level management. Corporate Board and paralegal experience preferred. Knowledge of business terminology. Notary Public preferred.

Supervision:

Non-exempt office employees.

Budget Responsibility:

Responsible for projecting, managing and monitoring department budget; has authority to sign-off on approved budget items within the department.

Computer Skills:

Proficient knowledge of Microsoft Word, Excel, PowerPoint and Zoom. Knowledge of electronic mail systems in PC LAN environment.

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