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Executive Assistant – Bilingual

CHRISTUS Health

This is a Full-time position in San Antonio, TX posted April 29, 2021.

DescriptionSummary:This position supports the General Leadership Team (GLT) Congregational Leader, the Chairperson of the Ministry Council, and the mission of the Sisters in the Incarnate Word. Under the General Leadership Team supervision and acting with strong self-initiative, the Executive Administrative Assistant will support the Congregational Leader and the Chairperson of the Ministry Council while performing tactical and strategic administrative duties. This will include complete written and verbal fluency in English and Spanish. This position ensures the efficient and effective operations of the Sisters of Charity of the Incarnate Word by performing routine clerical and administrative functions such as drafting correspondence, managing schedules and travel arrangements for executive leaders, coordinates and oversees major events attended by the Congregational Leader, and translates congregational documents.Maintains schedules and data, compiling data and generating reportsSchedules Congregational Leader and the Chairperson of the Ministry Council appointments and meetings, calendar ownership & managementAnswers, screens, and routs telephone calls in a professional mannerPrepares and edits Leadership communications and presentationsTranslates multi-document within the office and other departmentsMakes travel global complex travel arrangementsHandles complex Visa procedures for members of the Leadership for travel to countries outside of USA & MexicoProvides verbal and written translation support, and other additional administrative requirementsProvides strong team support within the USA and Mexico administrative officesAssists with logistic coordination of special events, such as multinational meetings/conferences, fund raisers, and retreatsAttends events in support of the Congregational Leader and the Chairperson of the Ministry CouncilPeriodically required to work overtime, weekends and travel internationally at a moment?s notice.Responsible for ensuring the Congregational Leader and the Chairperson of the Ministry Council office runs efficientlyDemonstrates strong discipline, work ethic, and expertise in general administrative technical skills.Requires extreme discretion and diplomacyMaintains files and records for Congregational Leader and the Chairperson of the Ministry CouncilManages and is responsible for the upkeep and scheduling for the Historical Mother House (Brackenridge Villa)Coordinates special events, board of director?s socials, fund raisers, retreatsResponsible for identifying gaps and opportunities, and develop innovative solutions to meet the on-going demands of the Congregation?s Leadership.Coordinates with other administrative support positions to ensure all administrative needs of the congregation are metPerforms various complex and global administrative tasks and activities, which will include:Maintains schedules and data, compiling data and generating reportsSchedules Congregational Leader and the Chairperson of the Ministry Council appointments and meetings, calendar ownership & managementAnswers, screens, and routs telephone calls in a professional mannerPrepares and edits Leadership communications and presentationsTranslates multi-document within the office and other departmentsMakes travel global complex travel arrangementsHandles complex Visa procedures for members of the Leadership for travel to countries outside of USA & MexicoProvides verbal and written translation support, and other additional administrative requirementsProvides strong team support within the USA and Mexico administrative officesAssists with logistic coordination of special events, such as multinational meetings/conferences, fund raisers, and retreatsAttends events in support of the Congregational Leader and the Chairperson of the Ministry CouncilPeriodically required to work overtime, weekends and travel internationally at a moment?s notice.Requirements:Bachelor’s Degree required Five (5) years of experience in Business Office Management, Executive Administrative / Clerical position supporting executivesBilingual English / Spanish requiredProficient in Word, Excel, Outlook, PowerPoint, Zoom and Diligent board booksAbility to prioritize and manage multiple projectsDemonstrate high-energy, positive and flexible approach in the workplaceStrong analytical skillsExcellent customer service skillsEffective verbal and written communication skillsAbility to maintain confidentiality and discretionAbility to work independently and inter-dependentlyAbility to develop meeting agendas and materialsWillingness to learn new technologies as neededStrong clerical proficiencies to include shorthand or other methods to quickly take minutes and notes with rapid, accurate typing abilityWork Type: Full Time

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