Administrative Assistant

Description:

Performs administrative duties related to the work of the Provincial utilizing in-depth knowledge of institute operations, procedures and personnel.

Principal duties and Responsibilities:

• Provide secretarial services to the Provincial in a confidential manner. Prepare letters of good standing for members when approved by the Provincial.
• Keep personnel records, Provincial Calendar, province database, and mail lists current.
• Keep current Praesidium database up to date and works with members of the Province to complete training requirements.
• Provide assistance to Council, CSSp visitors and Libermann Hall community when requested.
• Work with Dentons law firm on immigration matters.
• Organize and prepare documentation for Provincial Council and Corporation meetings–transcribing minutes for Provincial’s approval; editing minutes for distribution to Province. 
• Prepare agenda, reports, questionnaires, ballots etc. for Council and Chapter meetings and manages general distribution.
• Keep current the Province Directory and prepare for printing and distribution all members on an annual basis.
• Prepare funeral arrangements; write obituaries; inform membership and acknowledge donations received in memory of deceased.
• Keep Archconfraternity database current and processes requests for membership as well as preparing and mailing the Annual Novena letter.
• Handles all correspondence related to the Annual Pentecost Appeal in the parishes.
• Complete and update forms to update information from the Generalate, Arch/dioceses and Kennedy Directory.
• Assist with Archive information when necessary.
• Order office supplies and other items as needed.
• Additional responsibilities as required.

Requirements:

• Excellent written and verbal communication skills
• Excellent organizational abilities
• Proficiency with Microsoft Office.
• Must maintain a high level of confidentiality.