OBLATE SERVICE CORPORATION
OBLATE SCHOOL OF THEOLOGY
JOB OPENING
The Oblate School of Theology is seeking candidates for the following employment opportunity :
Position Ti tl e : Executive Assistant to the President
Position Status : On-Site, Full-Time, Non-Exempt
Summary of Description
The Executive Assistant to the President is primarily responsible for managing the operational and administrative details of the President's office. This role involves high-level support, including coordination with the Board of Trustees, senior administrators, external stakeholders, students, and faculty. The Executive Assistant to the President exercises discretion and judgment in handling sensitive information and represent the President's office with professionalism, integrity and diplomacy. The Executive Assistant to the President helps to create a welcoming and hospitable atmosphere in the department of the President.
Essential Duties and Responsibilities
- Receives, sorts, screens and distributes mail, phone calls and incoming communications for the President. Carries out scheduling for the President.
- Drafts and manages confidential correspondence and professional representation of the President's Office.
- Responsible for preparing meeting agendas, briefing packets, and follow-up summaries for the President.
- Tracks and follows-up on action items to ensure timely completion of tasks for the President.
- Types, proof reads, edits and produces in final form correspondence, forms, reports, minutes and other materials and special projects, such as monthly newsletters and the Board Handbook
- Maintains faculty contracts including preparation, notification, distribution and filing as per
- Serves as a liaison between the President's Office and internal / external stakeholders (faculty, staff, students, donors, etc.)
- Maintains Board files including keeping up to date with the Board's terms, petitions and approvals of terms as per procedures.
- Responsible for taking minutes and reports for various committee and board meetings including the Executive Council, Committee on the Board, OST Board of Trustees, OST Board Visioning Day, OST Executive Committee of the Board, Joint Meeting of the OST Executive Committee of the Board and Finance Committee.
- Responsible for organizing and setting up various events and meetings including the OST Board of Trustees Visioning Day, Board and Faculty Social and Dinner, and OST Board of Trustees
- Responsible for scheduling of celebrants for the Daily Mass and Sunday Liturgy as per
- Maintains schedule for use of the Executive Conference
- Oversees general operations and efficiency of the President's Office, including equipment readiness.
- Coordinates travel, lodging, meals for Board Members and guests of the President
- Creates and distributes bimonthly calendar for OST
- Responsible for archiving and upkeep of document retention
- Works with administrators to coordinate and send campus Omnilert Testing notifications
- Works in cooperation and as a team member with other departments on various
- Performs other duties as assigned by the
Education and / or Experience
High school diploma or GED, Associate's degree, in a business- related field,preferred.
At least five years of increasingly responsible secretarial or administrative experience, required.Skills and Qualifications E xcellent knowledge of general office procedures and practices,
Excellent verbal, written, and communication skills,Precise command of grammar, punctuation, spelling and the correct usage of the English language, required.Attention to detail,Adeptness with multitasking, requiredComputer literacy which includes keyboarding ability, proficiency with word processing, spreadsheets, and presentation software, required.Excellent organizational skills,Must maintain a high level of confidentiality of all records andMust be able to work independently, use initiative, make substantive decisionsBilingual skills, (English-Spanish),Use of Zoom for video and hybrid meetings, use of AV equipment in conference rooms, uses Doodle, Adobe Pro, and Moodle, required.Work Hours
Monday through Friday, 8 a.m. - 5p.m., some weekend and evening shifts are required.
Must pass background check and pre-employment drug testing