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    Executive Assistant and Office Manager - Boston, United States - Christian Science

    Christian Science
    Christian Science Boston, United States

    1 week ago

    Default job background
    Description
    Department: Committee on Publication

    SUMMARY

    The primary function of this position is to provide metaphysical and administrative support to the Manager Committees on Publication for The Mother Church. The secondary function of this position is to provide office administration for the Office of the Manager that supports the work of staff and Committees on Publication worldwide. Because you will have exposure to sensitive and high-priority matters of the Church, you are required to have a high level of professionalism, dedication, administrative skill, initiative, flexibility, confidentiality, service orientation and humility. You must have a solid grasp of the Mission of the Committee Office and the Church, and must be actively engaged in furthering it. Membership in The Mother Church and Primary Class instruction required.

    ESSENTIAL DUTIES AND RESPONSIBILITIES
    • Actively manages calendar and appointments for Manager.
    • Assists in preparing for meetings and ensures the appropriate documents to accompany the meetings are on-hand.
    • Prepares contracts (with contract workers and vendors) on behalf of Committee Office and confers with Financial Planning and Analysis (FP&A) contact in the Treasurer's Office and Contracts Department, and the Manager.
    • Reviews and processes invoices for all contractors.
    • Takes the lead in the annual budget process, including preparing a draft budget, follows the office budget on a monthly basis, assists with budgeting of projects for Committee Office as required, and confers regularly with FP&A and the Manager on budget matters.
    • Handles administrative needs of the Committee Office.
    • Handles incoming calls when needed.
    • Prepares Board Action Memos for activities that require approval by the Christian Science Board of Directors and shepherds them through the process to conclusion, including keeping approved copies.
    • Liaises with the Committee's Board Office EAs for updates, meetings and items requiring immediate attention.
    • Manages the Manager's travel schedule and arranges business lunches.
    • Supports travel logistics and related documentation for staff members, and Committees on Publication when they are traveling to the Boston office for meetings.
    • Arranges workspace, technology, equipment and training for onboarding of new employees.
    • Manages group meeting and conference logistics.
    • Handles incoming mail, including assisting the Manager with incoming email correspondence.
    • Provides first level of approval of staff expense reports and OneCards in Tallie.
    • Serves as the Office Coordinator for the floor, including ordering supplies and arranging maintenance of office equipment.
    • Coordinates digital archive filing in M-files on behalf of Manager's Office, including Ecumenical and Interfaith Relations and Massachusetts Committee on Publication.
    • Assists Reference and Records Coordinator with collecting Vital Records documents yearly.
    • Serves as department coordinator for organization-wide initiatives such as a business continuity plan (every-other-year).
    • Serves as liaison between the Technology Services Group (TSG) and staff members by arranging for the technology needs of new staff members, and by sharing important information from TSG with staff.
    Assists Massachusetts Committee on Publication
    • Administratively and metaphysically.
    • Filing of documents in M-files and contact information in Salesforce as directed.
    STAFF MANAGEMENT AND JOB CONTACTS

    Reporting Relationships
    • Supervision: Reports to the Manager, Committees on Publication
    • Supervises: None
    Regular Contacts: This position has regular contact with the Committees on Publication, the Christian Science Board of Directors, employees, managers, Coordinating Managers, church members, and the public.

    JOB REQUIREMENTS

    Education/Experience

    This position requires a Bachelor's degree or equivalent work experience at The Mother Church. Additional 5+ years relevant work experience preferred. Administrative skills and decorum that appropriately support an executive-level manager are required.

    Knowledge/Skills

    This position requires a working knowledge of Microsoft Office (Outlook, Word, Excel & PowerPoint), Google suite, M-files and Salesforce, and the ability to work in databases. Must have excellent communication and strong problem-solving skills. Has the ability to anticipate needs, discern matters of priority, and identify outstanding issues and follow through. Has a clear understanding of the importance of confidentiality and metaphysical support.

    Engagement with Christian Science

    Membership in The Mother Church and Primary Class instruction required.

    Work Place

    Contributes to a loving, calm, and inspired environment.

    In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
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