Executive Assistant

MEDICAL MISSION SISTERS
8400 PINE ROAD
PHILADELPIA, PA 19111

EXECUTIVE ASSISTANT

REPORTS TO AND SUPERVISED BY: Unit Coordinator SUPERVISES: N/A
FLSA: Hourly
DEPARTMENT: UNA Office

SUMMARY:
Performs confidential administrative and secretarial assignments utilizing in-depth knowledge of MMS operations, procedures and personnel for three coordinators.

The Medical Mission Sisters Unit North America Executive Assistant will be assisting the Unit Coordinator for a fixed term of approximately 3 - 5 years and then the position will terminate. This position is especially suitable for professionals near the end of their career looking for a fixed-term position.

DUTIES AND RESPONSIBILITIES:
• Performs advanced, diversified, and confidential secretarial and administrative duties
• Composes routine and non-routine correspondence and memoranda
• Reviews incoming correspondence; initiates replies as appropriate; routes matters requiring action by staff and follows up to ensure actions are completed
• Reviews outgoing correspondence; edits for procedural and grammatical accuracy, conformance to general policy and factual correctness; advises writer of problems needing attention
• Proofreads and edits document
• Communicates the instructions and requests of the Coordinators to various individuals and departments
• Screens telephone calls and visitors
• Processes mail
• Summarizes content of incoming materials and specially gathered data and briefs Coordinators regarding important issues or conflicts
• Resolves routine and complex inquiries
• Assess the urgency and importance of situations and take appropriate action
• Maintains office during Coordinators' absence- handles routine business
• Attend meetings, take notes, and records and/or transcribes minutes and produces document in draft or final format
• Prepares and/or processes documents; reviews for accuracy and completeness; updates information; compares elements for consistency or logical relationships, etc.
• Prepares agenda and collects materials for meetings, speeches, and conference,; takes minutes and keeps records of proceedings as required
• Sends timely reminders for reports/materials in anticipation of meetings
• Handles the set-ups for meetings; including food, equipment, supplies
• Schedules and maintains calendar of appointments, meetings and coordinates related arrangements
• Makes domestic and foreign travel arrangements; prepares itineraries; prepares and compiles travel vouchers, maintains all travel records
• Plans and coordinates arrangements for professional conferences and telecommunicating
• Coordinates and distributes special projects and mailings which may include typing, photocopying, binding, faxing, and mailing of documents
• Responsible for supplies and arranging service of office equipment

Processes Money Requisition forms for check payment for invoices received in the office
• Prepares agenda, minutes and resolutions to Society of Catholic Medical Missionaries (SCMM) and Supplemental Subsidy Fund (SSF) Corporation board meeting
• Makes recommendations for upgrades or replacements
• Ensures that adequate secretarial support and phone coverage is maintained at all times
• Attends In-Service Training Sessions

The above-specified tasks may not be the only duties assigned. Employees will be required to carry out any other job-related instructions requested by their supervisor, subject to reasonable accommodations

KNOWLEDGE AND SKILLS:
Knowledge of:
• Efficient office procedures
• Administrative and clerical procedures and systems such as word processing systems,
filing and records management systems, and other office procedures and terminology
• Computer and E-mail
Ability to:
• Follow schedules, meet deadlines and work with frequent interruptions
• Communicate courteously and effectively in person and on the telephone
• Work well and cooperatively with other staff and well as the public
• Ability to follow oral and written instructions
• Take a pro active approach to problem solve routine and general office issues
• Make decisions where precedents may not be established
• Organize and prioritize work
• Manage multiple tasks, and pays close attention to detail.
• Use diplomacy, discretion, and judgment in giving out information and referring callers
• Maintain confidentiality and exercise sound judgment
• Possess cultural awareness and sensitivity
• Operate a computer, calculator and a variety of office equipment
• Learn and utilize new skills and information to improve job performance and efficiency
• Exercise independent action and judgment within established guidelines

QUALIFICATIONS:

• Minimum of 7 years job-related background experience.
• Professional appearance, poise, tact, and skill level required for possible back up in the absence of Unit Coordinator
• Typing and Computer experience and abilities (especially Word Processing, Databases, Spreadsheets and E-mail)

EDUCATION/LICENSE/CERTIFICATION OR FORMAL TRAINING
• College, business school secretarial school or equivalent required

WORKING CONDITIONS/PHYSICAL EFFORT
• Typical interior/office environment
• No or very limited physical effort required
• Manual dexterity sufficient to operate standard office machines such as computers, fax
machines, calculators, the telephone and other office equipment
• Sitting in a normal seated position for extended periods of time

EOE