Mission Center Administrative Secretary

Job Description

Trinity Executive Partnership is assisting Divine Word Missionaries in the recruitment of a Mission Center Administrative Secretary.

Divine Word Missionaries, located in Techny, Illinois, is an international Catholic religious community of missionary priests and Brothers serving in 79 countries around the world. There are approximately 6,000 missionaries serving in remote mission communities, where they celebrate the sacraments and spread the word of God, bringing healing, hope and dignity to those in need.

The Administrative Secretary (AS) provides support and organization to the Mission Center (MC) staff as a whole and specific help for individual departments.

This position reports to the Operations Manager, who oversees the development initiatives for the organization, and supports the Mission Center's various fundraising efforts. The AS must be highly organized, detail-oriented, flexible, and able to work independently. The AS is primarily responsible for Major Donor data processing, handling donations and related acknowledgements. The AS would also assist with Reception Desk and Gift Shop duties as needed. This position is ideal for someone who is excellent at multitasking and is interested in learning non-profit administrative and donor development skills.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIES:

• Under the guidance of the Assistant Mission Director (AMD), prepares and answers correspondence and e-mails to major benefactors, processes and records their donations, and updates information in the donor database as needed.

• Maintains files for all MC donor programs (Chapel, Seminarian Scholarship, and Matching Gifts programs) within database system and related offline spreadsheets.

• Under the guidance of the AMD, assists with maintaining files relating to missionary requests/mission projects and assists the AMD with reports, interim updates, and final reports to both benefactors and missionaries.

• Greets visitors and answers telephone calls in a friendly and professional manner.

• Responds to inquiries from missionaries regarding foundation applications. Prepares fiscal agent forms on behalf of missionaries and notifies grant recipients about distribution of funds.

• Assists the MC Executive Staff in preparation for the annual MC Board meeting. Responsibilities include organizing, printing and distributing meeting materials, assisting with managing the technology used during the meeting, and distributing follow-up materials and correspondence to meeting participants.

• Performs other duties as assigned.

QUALIFICATIONS AND SKILLS:

• Person of integrity, loyalty, credibility, dedication, and passion for the missionary work of the Divine Word Missionaries
• High school diploma, specialized business, or secretarial/administrative training is required; an associate or bachelor's degree is preferred
• Minimum two years of experience in an administrative position
• Experience in customer relationship management (CRM) is a plus
• Knowledge of business office practices and procedures
• Proficiency in Zoom, Microsoft Office Suite (Word, Excel, PowerPoint); fundraising software a plus
• Strong data entry skills with a high level of accuracy
• High verbal and written communication skills
• Organizational skills to maintain an efficient work environment
• Ability to attend to details and handle multiple tasks

Divine Word Missionaries is an equal opportunity employer.

About the Employer

Trinity Executive Partnership is your Catholic Connection for Executive Search, Executive Coaching and Management Succession. We deliver services to hospitals/health care organizations, colleges and universities, social service groups and dioceses. Resumes from those seeking new opportunities are welcome.