Executive Assistant to the Rector/Vice President

2 weeks ago

GondrecourtleChâteau, Grand Est, United States Steele Recruiting LLC Full time

Steele Recruiting LLC is a premier executive administrative assistant recruitment firm based in Minneapolis, Minnesota, dedicated to placing Executive Administrative Assistants in permanent roles for C-Suite and Senior Leadership Executives throughout the United States. With nearly two decades of experience in the recruitment sector, we have established a strong reputation for delivering quality placements, professionalism, and confidentiality for all clients and candidates.

We are currently collaborating with our esteemed client, Saint Paul Seminary School of Divinity, situated on the St. Thomas University campus in Saint Paul, Minnesota, to find an Executive Assistant to the Rector.

The Saint Paul Seminary School of Divinity (SPSSOD) is committed to forming future priests, deacons, and lay leaders each year, equipping them to serve as pastors and leaders within their communities, thereby fostering thriving Catholic communities.

Operating under an affiliation agreement with the University of St. Thomas, the Saint Paul Seminary, and the Archdiocese of St. Paul and Minneapolis, the SPSSOD is guided by its vision, mission, and core values:

Mission: To provide integrated, Catholic formation for those called to serve as priests, deacons, or lay leaders in their local Church.

Core Values:

  • Charity: Prioritizing the good of others in alignment with Christ's teachings.
  • Truth: Upholding honesty in all actions and communications.
  • Fidelity: Joyfully professing the Catholic faith and adhering to its authentic teachings.
  • Zeal: Passionate commitment to the mission of forming clergy and lay leaders.
  • Authentically Human: Embracing our humanity and striving for a fulfilling life.

The ideal candidate will demonstrate a strong affinity for the mission of the Seminary and a respect for magisterial teachings.

What Makes this Role Unique?

This position is pivotal in supporting the Rector in administrative, organizational, and strategic capacities, ensuring the seminary operates efficiently. The Executive Administrative Assistant will be a trusted advisor to the Rector, with the opportunity to drive operational excellence and embody the Rector's vision for Catholic formation. This role is integral in leading projects on behalf of the Rector's office and serves as a direct reflection of the Rector.

Position Purpose:

This role is essential in providing comprehensive support to the Rector, ensuring the smooth operation of the seminary. Additional light support will be provided to the Rector's Chief of Staff. Key qualities for success include professionalism, operational excellence, and confidence.

Primary Responsibilities:

Executive Administrative Support for the Rector:

  • Calendar Management: Expertly manage the Rector's schedule, prioritizing appointments and anticipating conflicts.
  • Material Preparation: Collaborate with the Chief of Staff to prepare briefing materials and conduct necessary research.
  • Meeting Support: Organize meeting logistics, including agendas and minutes, ensuring effective follow-up.
  • Correspondence Management: Review and prioritize incoming correspondence, drafting responses as needed.
  • Hospitality: Welcome visitors and callers with professionalism and kindness.

Project and Information Management:

  • Document Preparation: Manage documentation for incoming seminarians and oversee personnel files.
  • Organizational Support: Maintain calendars and track reception of all ministries.
  • Annual Reporting: Coordinate the preparation and delivery of annual reports.

Executive Administrative Support for the Board of Trustees:

  • Communication Coordination: Facilitate communication with Board members on behalf of the Rector.
  • Material Preparation: Create agendas and take minutes for Board meetings.
  • Meeting Support: Manage logistics and hospitality for Board meetings.

Required Skills / Abilities:

  • Exceptional Organization: Ability to manage complex schedules and tasks efficiently.
  • Effective Communication: Proficient in clear communication with multiple stakeholders.
  • Versatile Task Management: Strong multitasking skills to handle diverse responsibilities.
  • Discretion and Confidentiality: Ability to manage sensitive information with discretion.
  • Proactive Problem-Solving: Anticipate challenges and address issues proactively.
  • Time Management: Strong skills to meet deadlines and prioritize tasks.
  • Detail-oriented: Keen attention to detail for accuracy in handling confidential information.
  • Interpersonal Skills: Excellent skills to build positive relationships with leadership.
  • Professional Demeanor: Maintain professionalism in various interactions.

Education / Experience Requirements:

  • Bachelor's degree or equivalent experience.
  • Five or more years of executive administrative support experience is required.
  • Prior experience with a Board of Trustees is preferred.
  • Ability to manage follow-up and delegation efficiently.
  • Exceptional attention to detail and organizational skills.
  • Understanding of confidentiality and discretion.
  • Professional demeanor and confidence in executive settings.

Benefits:

  • Competitive compensation package.
  • Comprehensive medical, dental, and vision coverage.
  • Health Savings Account with company contributions.
  • Flexible Spending Account options.
  • Long-term and short-term disability insurance.
  • 403(b) retirement plan with a generous company match.
  • Tuition remission program.
  • Access to a primary care clinic offering various health services.

Hiring will be contingent upon the successful completion of the Archdiocese of Saint Paul Minneapolis' requirements for Safe Environment Training, including adherence to the Archdiocesan Code of Conduct for Church Personnel.

The University of St. Thomas values diversity, inclusion, and equal opportunity for all. We welcome applicants committed to building a team that reflects a variety of backgrounds and perspectives, consistent with our mission to educate morally responsible leaders.

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