Executive Assistant

Job Description

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

About the Employer

The Medical Mission Sisters (MMS) are an international Community of Women Religious founded in 1925 in Washington, D.C., by Austrian-born Doctor Anna Dengel to bring the full scope of professional health care to those in need.

Committed to promote healing and wholeness in all aspects of life, today approximately five hundred twenty five (500) Sisters continue this special mission in seventeen (17) nations on five (5) continents around the world.