This position supports the General Leadership Team (GLT) Congregational Leader, the Chairperson of the Ministry Council, and the mission of the Sisters in the Incarnate Word. Under the General Leadership Team supervision and acting with strong self-initiative, the Executive Administrative Assistant will support the Congregational Leader and the Chairperson of the Ministry Council while performing tactical and strategic administrative duties. This will include complete written and verbal fluency in English and Spanish. This position ensures the efficient and effective operations of the Sisters of Charity of the Incarnate Word by performing routine clerical and administrative functions such as drafting correspondence, managing schedules and travel arrangements for executive leaders, coordinates and oversees major events attended by the Congregational Leader, and translates congregational documents
Responsible for ensuring the Congregational Leader and the Chairperson of the Ministry Council office runs efficiently
Performs various complex and global administrative tasks and activities which will include:
Maintains schedules and data, compiling data and generating reports
Schedules Congregational Leader and the Chairperson of the Ministry Council appointments and meetings, calendar ownership & management
Answers, screens, and routs telephone calls in a professional manner
Prepares and edits Leadership communications and presentations
Translates multi-document within the office and other departments
Makes travel global complex travel arrangements
Handles complex Visa procedures for members of the Leadership for travel to countries outside of USA & Mexico
Provides verbal and written translation support, and other additional administrative requirements
Provides strong team support within the USA and Mexico administrative offices
Assists with logistic coordination of special events, such as multinational meetings/conferences, fund raisers, and retreats
Attends events in support of the Congregational Leader and the Chairperson of the Ministry Council
Periodically required to work overtime, weekends and travel internationally at a momentâ€™s notice.
Demonstrates strong discipline, work ethic, and expertise in general administrative technical skills.
Requires extreme discretion and diplomacy
Maintains files and records for Congregational Leader and the Chairperson of the Ministry Council
Manages and is responsible for the upkeep and scheduling for the Historical Mother House (Brackenridge Villa)
Coordinates special events, board of directorâ€™s socials, fund raisers, retreats
Responsible for identifying gaps and opportunities, and develop innovative solutions to meet the on-going demands of the Congregationâ€™s Leadership.
Coordinates with other administrative support positions to ensure all administrative needs of the congregation are met
High School Diploma or GED
Associate Degree preferred
Five years of experience in Business Office Management, Executive Administrative / Clerical position supporting executives
Ability to type 40 WPM
Proficient in Word, Excel, Outlook, and PowerPoint
Ability to prioritize and manage multiple projects
Demonstrates high-energy, positive and flexible approach in the workplace
Proven analytical skills
Strong team player
Have a valid passport
Ability to provide excellent customer service skills
Effective verbal and written communication skills
Bilingual English / Spanish preferred
Ability to maintain high level of customer service and support
Ability to maintain confidentiality and discretion
Must also successfully complete the pre-employment/post job offer health screening examination, and the annual screening each year thereafter as an employee.
CHRISTUS HEALTH is an international Catholic, faith-based, not-for-profit health system comprised of almost more than 600 services and facilities, including more than 60 hospitals and long-term care facilities, 350 clinics and outpatient centers, and dozens of other health ministries and ventures. CHRISTUS operates in 6 U.S. states, Colombia, Chile and 6 states in Mexico. To support our health care ministry, CHRISTUS Health employs approximately 45,000 Associates and has more than 15,000 physicians on medical staffs who provide care and support for patients. CHRISTUS Health is listed among the top ten largest Catholic health systems in the United States.