Under general supervision, the Executive Assistant provides confidential administrative and clerical support for the President-Rector, his office and associated activities as needed.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Note: While this listing is an extensive representation of essential duties of the position, it is not necessarily all-encompassing and additional duties may be assigned as needed to meet Seminary needs.
Maintains a positive work atmosphere by acting and communicating in a polite, friendly, respectful, professional manner which facilitates positive working relationships with constituents, monks, co-workers and management.
Maintains strict confidentiality in all matters.
Exercises initiative in performing a broad range of executive support and clerical duties, which may include:
o Drafting correspondence based on previous examples and/or direction given.
o Proofreading and ensuring accuracy in all correspondence and documents.
o Providing confidential assistance to the President-Rector and Seminary Administration, as needed.
o Screening of telephone calls, scheduling appointments and maintaining electronic calendar and Office of the President-Rector filing systems.
o Responding to emails connected with the Seminary, calendar and President-Rector office.
o Preparation of all draft correspondence for the President-Rector, including those of a time sensitive and/or confidential nature.
Maintains files for the Office of President-Rector for the Seminary Board of Directors, Episcopal Council, P-R Council, and Registrar.
Prepares materials and attends meetings of the Seminary Board of Directors, Episcopal Council, P-R Council and Faculty to record minutes, decisions and action items.
Maintains Episcopal Council database and Google mailing lists for Episcopal Council, Bishops, Vocation Directors, P-R Council, and the Board of Directors.
Prepares annual seminarian evaluation cover letters for the President-Rector for all diocesan/monastic seminarians.
Maintains master student spreadsheet for use to mail merge, evaluation cover letters, ministry letters, and all other mailings to the Episcopal Council.
Prepares documentation for sacramental ministries and correspondence to Bishops regarding ministries applications; verifies list accuracy with relevant formation director.
Prepares, verifies accuracy and distributes signed certificates for all ministries.
Prepares letters of admission/acceptance with Admissions Board recommendations and maintains student database; prepares and ensures accuracy of sacramental files.
Drafts cover e-mails for Bishops regarding semi-annual grades.
Maintains Seminary and P-R Council electronic calendar and posting of calendar on a weekly basis.
Responsible for all Seminary room bookings.
Maintains letters of good standing database.
Coordinates food requisitioning from kitchen for all meetings held for the President-Rector, Board, or outside agency who may use the Board room (Archdiocese).
Arranges for AV equipment as needed for usage in the Board room.
Ensures Accreditation Office has current copies of Board Principles of Governance, Board Member listing, Board minutes, Board Action Log, Pastoral Council constitution, Episcopal Council, P-R Council; maintains/updates records as needed.
Provides assistance to Business Office as needed with tasks such as check requisition, donation deposits, data entry, budget spreadsheets, creating and maintaining files, etc.
Maintains spreadsheet of contacts for Christmas and Easter cards, mail merging to labels and preparing cards for mailing.
Coordinates with Communications and Development office to ensure all seminary documents and media are correctly formatted to Abbey standards.
Maintains all President-Rector receipts and prepares credit card reports in timely manner.
Recommends additions/revisions to office policies and procedures as needed to streamline office activities and/or increase productivity.
Frequently interacts with individuals both within and outside of organization.
Performs other duties as assigned in the best interest of maintaining and preserving the mission, vision and culture of Mount Angel Abbey and Seminary.