Executive Assistant

To apply, please visit our job portal: https://app.trinethire.com/companies/22626-saint-john-institute/jobs/71826-executive-assistant

Title: Executive Assistant

DESCRIPTION
The Saint John Institute (SJI) is a non-profit 501c(3) organization with a vision to be the premier center for Catholic leadership formation for business professionals and families in the United States. Our mission is to inspire, equip, and engage Christians to lead their family, business, and culture by surpassing, innovative formation programs and communities through 4 ministries: Eagle Eye Ministries (EEM), the Saint John Leadership Institute (SJLI), and Saint John Leadership Network (SJLN), and Dare Great Thingsc (DGT). Our core values: Vision. Daring. Grit. The Saint John Institute has doubled in staff size and expanded services across three ministries in the past 2 years. As a start up only 5 years ago, we are at a point in our growth where the quality of our operations needs to match our size and scope. Our ministries continue to thrive nationwide.

The Business Office is hiring an Executive Assistant to provide support to the President, Chief of Staff, and Finance Director. It is an essential role that is needed to develop our daily office operations and accounting activities according to GAAP standards and non-profit organizations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Executive Assistant's priorities are: 1) business office and accounting support, 2) serve as the primary point of contact in our reception area, 3) manage the daily operations in the Fatima House and 4) serve as the point of contact for IT and ensuring that IT issues are resolved through our technical support team. This position reports to the Chief of Staff. This is a full-time position. We are located in Englewood, CO. Office hours are Monday-Friday 8:30-5pm. Daily Mass on site.

Business Office Support (50%)
• Ensure that the documentation of all AR/AP (expense requests, reimbursements, invoices, deposits) is in proper order before submitting to the Finance Director
• Complete timely upload and scans of receipts, maintain monthly receipts folder
• Proactively maintain status on all vendor accounts, log in credentials, renewals, payment methods and periodically report a summary of accounts to Finance Director
• Assist with shipping packages and processing mail
• Responsible for tuition processing: generate tuition receipts, set payment calendar

Administrative Support (40%):
• Manage the reception area: maintain a welcoming environment, monitor the Ring security, care for guests, daily communications to onsite staff, ensure volunteer and guest sign-ins, receive and process deliveries
• Coordinate Fatima House operations: reservations calendar, guest communication, welcoming guests, scheduling cleaning and room turnover, maintenance
• Maintain inventory and deliveries for main building, Fatima House, and chapel (candles, incense, hosts, etc.) including inventory spreadsheet, orders, unpack and store supplies
• Serve as point of contact for IT and ensure that issues are resolved (hardware, software, maintain connections to printers and internet, set up technology for meetings)
• Prepare the Mass intentions binder and recording Mass donations
• Print and post the Mass and Prayer schedule
• Maintain the inventory of correspondence materials and promotion materials
• Assist with onboarding new staff and volunteers
• Assist President and Chief of Staff with special projects
• Maintain President's contact database
• Periodically refresh the Fatima House Operations Manual

Other Duties and Responsibilities as Assigned (10%)
• Participate in team meetings, training, and events
• Special projects as assigned
• Some travel may be required

QUALIFICATIONS
• Timely, effective communication and collaboration with Leadership team and staff
• Promote a positive work culture with professionalism and team collaboration
• Enthusiasm and strong orientation towards serving others
• Proven excellent task management on-site and in virtual settings
• Teachable spirit. Willing to take on new tasks as assigned
• Ability to work independently with minimal supervision
• Intermediate skills with Microsoft Office Suite and Google Suite
• Moral life according to the teachings of the Catholic Church

Education and Experience:
Required
• Bachelor's Degree
• Experience as a liaison between client and vendors
• At least 2 years office management or reception experience
• Excellent customer service expertise
Preferred
• Experience with volunteer coordination in a non-profit setting

Licenses and Certifications:
None Required. None preferred.