Administrative Assistant/receptionist - Grand Rapids, United States - Dominican Sisters - Grand Rapids
3 weeks ago
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:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Benefits:
- 401(k)
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location:
In person
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