Administrative Specialist

Position Title: Administrative Specialist

Organizational Classification: Group II – Administrative Support

FLSA Classification: Non-Exempt

Ministry: Provincial Services 

Date: May 2023; revised May 2026

Reports to: Province Executive Assistant

Job Summary:  Provides executive and administrative assistance to Province Leadership. Assists the Province Executive Assistant with duties such as responding to sensitive requests for information and assistance, serving as the recording secretary for Province Leadership meetings, project coordination, daily communications, and updates to the PHJC Community and calendaring. A key aspect of the work includes a high degree of confidentiality. 

• Displays professional attitude and behavior.
• Maintains strict confidentiality in and out of the office. 
• Assists or directs Sisters who come to the office for help.
• Maintains desk and surrounding area in a professional manner.
• Is committed to serving the PHJC Congregation, by upholding PHJC core values with internal and external audiences through leadership skills and a willingness to be of service.
• Works efficiently and maintains flexibility and adaptability in handling a fast-paced work environment.
• Answers/Directs phone calls and directs in-person staff and guests in a polite and courteous manner.
• Assists Province Leadership Coordinator with special projects.
• Exhibits the ability to resolve conflicts in an appropriate manner.
• Communicates necessary information with the other PL assistants.

Coordinates the master Province Leadership calendar:

• Calendars all meetings and events for Province Leadership.
• Reserves meeting spaces and orders breaks from Dietary
• Sends a calendar invitation to all attendees.
• Monitoring and revising meetings and events, as needed.

Communicates Relays/Correspondence:

• Sends relay information to Sisters, Congregational Leadership, Associates, Fiat Spiritus Community, Ministry Leaders, as well as other audiences as appropriate – such as official announcements, prayer requests, death relays, Sister transfers, community & ministry updates, meeting announcements and social justice action alerts. Writes prayers in the Chapel’s Prayer Book, for people who are not directly connected to the Sisters.
• Creates projects such as: invitations, graphics for letters to the Sisters, etc., as needed.

Province Leadership meetings and other meetings as needed:

• Serves as the recording secretary for the monthly Province Leadership meetings.
  • Schedules those who report in person at the monthly and quarterly meetings 
  • Drafts the agenda
  • Posts all written meeting materials to the online portal.
  • Sets up phone and/or video conferencing for meetings, as needed. 
  • After meetings, compiles all the action items and immediately sends them to the meeting attendees.
  • Formats, proofreads and distributes Province Leadership’s monthly PL Highlights newsletter to the Sisters.
  • Maintains thank you notes and deceased European Sisters for monthly PL Highlights newsletters that are sent to the Sisters.
  • Writes, edits and obtains approval of the monthly meeting minutes.
  • Maintains all electronic files and minutes on the shared L Drive. 
  • Assists Province Councilor with archiving Province Leadership’s minutes and attachments.
• Serves as the recording secretary for special Province Committees and other meetings.
• Assists with the minutes for the Province Chapter of Affairs and the GPR.

LCWR contact for the Province Leadership office:

• Orders and distributes Occasional Papers and Books for the Sisters from LCWR.
• Sends additional LCWR program information to Sisters, Executive Directors, etc. as appropriate.
• Renews LCWR, RFC, NRVC, and other annual memberships, as needed.
• Registers Sisters and other participants to the LCWR Assemblies/Conferences and workshops.

Province Events:

• Community Days and Province-wide Gatherings: 
  • Collates Community Circle list 
  • Sends Outlook invites to the Sisters on the Planning Committee 
  • Reserves gathering space and orders break for the Planning Committee meeting
  • Assists the PL Coordinator for each event
• Assists Province Executive Assistant with Province Events:
  • Overall coordination of Community-wide gatherings with the Help Desk Event Ticket
  • Sends out RSVP forms/letters, etc. to Sisters
  • Compiles RSVPs for meals and Lindenwood rooms

Province Office:

• Serves as a notary for the Province 
• Assists the Province Executive Assistant with Sisters’ travel arrangements
• Contact for the Web Submission requests

QUALIFICATIONS

• One or two years of college and/or a minimum of 5 years of business experience at executive level preferred. Experience must include work with governing bodies and project coordination.
• Typing skills of 65+ wpm required.
• Excellent command of the English language with strong writing and grammar skills.
• Advanced skill with Microsoft Outlook, Word, PowerPoint, Excel and Access. 
• Excellent communication (verbal and written) skills, organizational skills, problem solving skills and the proven ability to produce results in a dynamic, high-stress environment.
• Exhibits examples of good time management skills.
• Ability to work well with people internal and external to the organization.
• Personal attributes include team orientation, persistence, professional appearance, tolerance for ambiguity and the ability to adapt to change. 
• Previous minute taking or other writing experience.
• Close attention to detail with a high level of accuracy.
• A self-starter who is able to work independently.
• Ability to work on projects with interruptions.

Prior Work Experience/Skills Required

• Minimum of 5 years executive secretarial experience.

On-the-Job Training/Orientation Required:

• Completion of new co-worker orientation.

Working conditions/hazards:

• Mental demands: There is moderate mental pressure in this position due to the fast-paced office setting.
• Generally good to excellent