Executive Assistant - Board of Trustees - New
Executive Assistant - Board of Trustees - New
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Department: Board of Trustees
SUMMARY
This position joyfully and prayerfully provides all executive and administrative support to the Board of Trustees of The Christian Science Publishing Society. The role requires strong administrative organization and technical skills and outstanding written and verbal communication. The incumbent has exposure to some of the most sensitive and highpriority matters of the Church; confidentiality initiative and flexibility are vital. The incumbent must have an understanding of the mission of the Church and the Publishing Society and be committed each day to prayerfully establishing a mental environment brimming with dominion unity gratitude faith humility and peace; and to approach all work with spiritual maturity and discernment. All tasks are expected to be done with a humble solutionoriented attitude and with an expectancy of healing.
The Executive Assistant serves as a pin of coordination and communication between the Trustees CSPS Product Managers and Editors and other departments of The Mother Church including the Board Office the Clerks Office Nursing Activities Practitioner Activities Customer Service Center Human Resource the Treasurers Office Office of the General Counsel Records Management and more. The incumbent spearheads the coordination of BoT meetings including documentation and approvals for Product Managers and other stakeholders. This role understands CSPS operations and leads and coordinates a team of other assistants within CSPS and serves as a backup to JSH and Monitor executive assistants.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages the executive and administrative operations of the Board of Trustees 70
- Manages the individual and collective calendars of the Trustees providing proactive support for attendees including necessary prep or followup documentation.
- Ensures accurate records are kept of Trustee meetings including notetaking and proactive synthesis of action items decisions followup steps and approvals.
- Manages and maintains all Trustee records including action memos minutes etc.; maintains retention schedule with Office of Records Management.
- Manages Trustee correspondence via email and Salesforce including in coordination with the Customer Care Center and Product Managers and Editorial teams.
- Manages maintains and adapts communication tools and systems for smooth operations including hubs of information and project management via appropriate technology; continuously learns and implements new tools and technologies to keep uptodate.
- Manages travel expense and other logistics for Trustees and CSPS departments as needed.
- Organizes complex internal and outside events for CSPS departments as needed.
- Generates and implements ideas related to events in honor of milestones arrivals departures etc. as well as alerting Trustees to needs or challenges staff members are facing or achievements worth celebrating.
- Maintains and distributes CSPS org charts staff lists distribution lists Slack channels with support from other assistants.
- Actively onboards new Trustees; maintains onboarding materials.
- Other duties as needed.
Coordinates with Product Managers 15
- Works closely with Product Managers to keep information flowing between Trustees and their respective departments.
- Actively coordinates onboarding of new Product Managers; maintains onboarding materials.
- Coordinates and sends weekly email updates to Trustees on behalf of Product Managers.
Liaises with key TMC departments on behalf of Trustees 10
- In coordination with CSPS Manager assists with budget staffing and structurerelated work across CSPS maintaining strong relationships and communication tools to interface with Human Resources and Treasurers Office This could include assisting with job postings coordinating annual performance reviews assisting with paperwork related to promotions and status changes and providing logistical support to interns.
- Interfaces with Promotions & Design Services (P&DSG) to coordinate meetings conference rooms shared office spaces and other tasks as needed. .
Coordinates the Third Floor Admin Team 5
- Meets weekly with other assistants from CSM JSH P&DSG CCC and more to support and/or train the group and collaboratively maintains uptodate documentation of CSPS tasks and procedures.
- Understands CSPS operations and administrative tasks to coordinate and/or perform backup to CSM and JSH executive assistants.
- Collaborates on third floor activities including larger meetings retreats and celebrations
- Manages orders inventory and repairs of office supplies and equipment.
- Other office management and administrative duties.
STAFF MANAGEMENT AND JOB CONTACTS
Reporting Relationships
Supervisor: Chair Board of Trustees
Supervises: May supervise interns volunteers or temp employees
Regular Contacts
This position has regular contact with employees management vendors professionals Church members and volunteers.
JOB REQUIREMENTS
Education/Experience
This position requires a Bachelors degree and three to eight years of professional work experience. Demonstrated administrative written and oral communication and technical skills necessary.
Knowledge/Skills
Incumbent should be discerning kind proactive efficient and joyful. This position requires strong administrative technical organizational communication and problemsolving skills. Initiative flexibility and confidentiality are paramount. Incumbent is expected to be a strong writer and grammarian and have outstanding interpersonal skills for effective communication and coordination with employees management and stakeholders throughout the Church. Ability to deliver timely results and work both collaboratively and independently.
Technology Skills
Provides technical assistance to Trustees as needed. Individual must have strong wordprocessing skills including familiarity with Google Suite. Must be strong technically and willing to learn new software applications such as Zoom Trello Salesforce Confluence Adobe products etc. Maintains a current understanding of technology and an ability to utilize new programs.
Work Environment
Bostonbased; little to no travel is anticipated. Must enjoy working in a team environment be detailoriented highly motivated and have the ability to multitask projects and deadlines. Must have flexibility and willingness to adapt as needed.
Christian Science Information
Membership in The Mother Church and Primary Class instruction required.
In compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
Employment Type
Full-Time
