The Felician Sisters of North America is hiring a full-time Executive Assistant to support the Provincial Council (executive leadership team of sisters) at our administrative office in Beaver Falls, PA (about 50 minutes north of Pittsburgh). The Executive Assistant is an onsite, salaried position that offers an exciting opportunity to work for a national non-profit organization with more than 400 employees and 150 years of dedicated service to marginalized communities in North America and internationally. Occasional evening and weekend hours, as well as domestic travel, will be required.
Reporting to the Provincial Council, the Executive Assistant provides overall executive and project support to the Provincial Council and serves as a key liaison to sisters and lay partners across the North American Our Lady of Hope Province. The Executive Assistant also has extensive interaction with other staff and community partners. Professionalism, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of the organization are essential.
Pioneers of social services, the Felician Sisters founded and continue to sponsor hospices, schools, childcare centers, hospitals, after-school programs, homeless shelters, food pantries, nursing homes, affordable housing communities, and missions in Haiti and Canada. Constantly evolving to meet the needs of the time, they continue to follow God’s will and Blessed Mary Angela’s directive to “serve where you are needed” since 1874.

SUMMARY:

• The Executive Assistant is responsible for providing comprehensive executive-level administrative and project management support to multiple sisters on the Provincial Council (the equivalent of a Board of Directors). The Provincial Council is the executive leadership team of sisters, overseeing the operations of the Our Lady of Hope Province.
• The Executive Assistant to the Provincial Council role is a highly visible position at the organization and requires interaction with a broad range of internal and external partners. This position has a high level of independence and discretion in handling business matters for the Provincial Council and individual Provincial Councilors, many of which are confidential and critical in nature.

SKILLS AND QUALIFICATIONS:

• Bachelor’s degree in Business Management, Communications Management, or a related field required.
• A minimum of five (5) years of proven experience in executive administrative support, project management, and event planning is required.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and video conferencing / online meeting management (e.g. Zoom, Microsoft Teams, Skype, Google Meet, etc.)
• Experience working in a faith-based environment or non-profit environment preferred.
• Must have a high comfort level working in a religious environment and commit to supporting the mission and upholding the Core Values of the Felician Sisters of North America.
• Occasional early morning, evening, and weekend hours, as well as domestic travel, will be required.

• Provides comprehensive executive administrative management that facilitates the Provincial Council’s and each Provincial Councilor’s ability to effectively lead the organization. Responsibilities include assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with sisters, staff, and outside parties; composing and preparing correspondence; maintaining contact lists; and completing associated reports and data requests.
• Creates agendas and minutes of meetings as permanent records of the organization’s actions as required. Assembles and distributes the agenda and/or other meeting materials. During indicated meetings, serves as the recording secretary, taking minutes of the meeting that accurately reflect any actions by the Provincial Council and/or individual Provincial Councilors.
• Provides complex calendar management for the Provincial Council. Prioritizes inquiries and requests while troubleshooting conflicts; makes independent judgments and recommendations to ensure smooth day-to-day engagements.
• Works closely with the Provincial Council to keep them well informed of upcoming commitments and responsibilities, and follows up appropriately. Anticipates the Provincial Council’s or individual Provincial Councilor’s needs in advance of planned calendar meetings and events.
• Provides oversight of Provincial Council travel arrangements. Manages, coordinates, and arranges travel and travel-related activities and meetings, including hotel bookings, air and ground transportation, and meal coordination. Communicates with other sisters and convent leadership across the province to advise of travel arrangements and expected arrival and departure dates and times.
• Manages designated Provincial Council projects which includes managing project status, vendors, resources, and timelines. Works with Provincial Council, sisters, and/or management to provide updates on assigned projects.
• Provides Information Technology (IT) support, as necessary, for the Provincial Council which includes creating electronic meeting invites, setting up electronic meetings and navigating Zoom meetings and other web-based platforms. Navigates and assists with basic troubleshooting for electronic devices such as computers, tablets, cell phones and printers. Refers advanced technical issues to the IT Department.
• Provides comprehensive management of Felician-sponsored conferences, meetings, and employee events. Handles ongoing preparation and finalization of logistics, coordinating details with appropriate parties and other sisters, staff, and/or other participants. Manages extensive material preparation including preparation of presentation materials, oversight of event logistics, and execution of event activities.
• Manages all aspects of the Provincial Council’s daily office operations including administrative support and clerical needs/filing. Evaluates and assists in developing procedures for improved office workflow and anticipates future needs of the organization.