Administrative Assistant/receptionist - Grand Rapids, United States - Dominican Sisters - Grand Rapids

Dominican Sisters - Grand Rapids

Verified Company

Grand Rapids, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

SUMMARY:

The purpose of the position is to provide administrative and clerical support to the Leadership Team and Central Office directors and to serve as receptionist.

ESSENTIAL FUNCTIONS:

Provides office support for the directors in the Central Office, making sure it is completed in a timely, neat, professional, and accurate manner including drafting correspondence, sending out meeting agendas and minutes, and providing copies of materials for meetings.
Greets and welcomes guests, directing visitors to the appropriate person and office.
Answers, screens, and forwards incoming phone calls to the appropriate person.
Prepares, tracks, and monitors Central Office budget.
Serves as Notary Public for the organization.
Assists Leadership Team by providing and distributing printed materials for Sisters at Aquinata Hall and Marywood.
Assists Executive Assistant with Congregational events by creating Google registration forms, collecting and organizing RSVP information, and collaborating with food service and environmental services.
Keeps Congregational records accurate and up to date.
Coordinates funeral arrangements, including biography and obituary.
Accumulates prayer requests and sends out. Also shares with the Communications Director for Wednesday's Community Ways publication.
Prepares congregational mailings not connected to Advancement.
Responds to and resolves administrative inquiries and questions.
In collaboration with Executive Assistant, coordinates employee engagement events including Christmas party, Appreciation, and Socials.
Maintains filing systems as assigned.
Maintains office supplies, monitors postage and copiers, and coordinates maintenance of office equipment.
Works well with a diverse population including people who are elderly.
Represents the Congregation with a high degree of professionalism in internal and external communications.
Works well independently and as part of a team.
Handles confidential and sensitive matters with the greatest discretion.
Excellent project management and analytical skills, with strong attention to detail and problem solving.
Highly organized and efficient
Excellent communication skills (written and verbal).

QUALIFICATIONS:

Associate's degree required.
Three to five years of experience in an administrative role.
Proficient in Microsoft Office Suite, Zoom, Google Forms, or similar software with the ability to learn new or updated software.

PHYSICAL REQUIREMENTS: