EXECUTIVE ASSISTANT OFFICE OF THE BISHOP JOB


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EXECUTIVE ASSISTANT OFFICE OF THE BISHOP JOB DESCRIPTION Reports to: The Reverend Canon Ann D. Normand BASIC FUNCTION As a member of the Bishop’s Office staff, this person functions as executive assistant to the Canon to the Ordinary and performs administrative and secretarial duties. This position also assists the Bishop’s Office as needed, and functions as a member of the team. PRIMARY ACCOUNTABILITIES Administrative Duties for Canon to the Ordinary Telephone Canon to the Ordinary: answers and screens telephone calls, rerouting them as needed, takes messages Bishop’s Office: back-up for the Bishop’s Office as needed Receptionist: Rotation relief for breaks, lunch and vacation/days off Calendar: calendaring of appointments, meetings, visits to churches, national church boards; meeting notifications; and works with liturgical calendar Travel: reservations and arrangements Expense reporting: Mileage reports; credit card statement and receipt reconciliation Correspondence including written letters, memos, electronic communication Maintains, distributes, files Process mail for Canon to the Ordinary Interaction with clergy, churches, institutions, all diocesan offices and staff Administrative Duties for Bishop’s Office Assist as needed Fill in for staff when out or on vacation CATEGORIES Transition Ministry Placement of graduating seminarians into curate positions Placement of bi-vocational priest track students as Pastoral Leaders Assist clergy seeking employment or leaving a church Work with vestry of church seeking a rector Work with search committee of church seeking a rector Work with Bishop’s committee of church seeking a vicar Work with churches seeking an interim rector/vicar Work with other diocesan transition ministry officers Clergy Matters Create and maintain highly confidential files Route inquiries and complaints to proper staff member Interact with clergy, staff, lay people, attorneys (June 19, 2012)

Ministry Group Coordinate schedule, meeting notices, reporting forms Deployment Group Coordinate meeting schedule, take and circulate meeting notes, maintain churches in transition list Hospitality for Bishop’s Office Greet guests Meeting preparation: includes set-up, clean-up and ordering meals if necessary Kitchen duty rotation SPECIAL REQUIREMENTS OR PROFICIENCY LEVELS Some college or business school training Five years of administrative and/or office management experience preferred Personal computer background with proficiency of Microsoft Office Suite including Word 2010, Outlook, Excel, Powerpoint; database; demonstrated ability with computer and information technology; knowledge of social media communication Basic knowledge of business procedures Organized and able to prioritize work so it is accomplished in timely manner Ability to multi-task and manage very busy desk; flexibility required; work duties are subject to interruption and must be able to prioritize tasks Ability to maintain composure under stress and meet and deal with people in crisis Good judgment regarding sensitive matters Possess excellent verbal and communication skills; relate well with various professionals Self-motivated and able to work with little or no supervision at times Ability to maintain a positive attitude Ability to take initiative Working knowledge of the Episcopal Church and religious language helpful Ability to take direction from a variety of people and integrate into work required by Canon to the Ordinary ADDITIONAL REMARKS Must be dependable, self-directed and self-motivated in performing tasks Handles a wide variety of responsibilities with good follow-up skills Must maintain a professional manner at all times Must be resourceful in locating information as needed Able to excel in a very busy environment

(June 19, 2012)