Description

Job Overview

The Administrative Assistant provides high-quality, intuitive, timely, and professional administrative and clerical assistance in support of the Vicar in a high-performing environment.

The ability to self-direct, effectively manage multiple tasks, intuitively create efficiencies that will benefit the Leadership Team, and thrive in a transitional environment is essential. This position requires the ability to quickly pivot from one task to the next while maintaining an organized understanding of the status and needs of individual(s) projects.

Due to the changing and unending nature of daily pressures at the church, the Assistant needs to be ‘nine-steps ahead’ in managing all ongoing projects and task lists, with an intuitive sense of calendaring and an expectation of helping ‘manage’ the clergy, senior and junior wardens, and treasurer at St. John’s.

They must be proactive, meet deadlines, communicate effectively and maintain a working knowledge of all office management and social media technologies.

Although work outside of regular assigned hours is not usually expected, unanticipated urgencies may periodically arise and require the staff’s assistance.

Requirements

Administrative Responsibilities

• Create all materials necessary and prepare church for Sunday worship, including the three formats of the Sunday bulletin, readings for the lectern, and changing the music citations on hymn board
• Assist with some church events as pre-determined by with the Vicar and carry out action plans for event execution
• Maintain church calendar to include all church activities and use of shared spaces with tenants and outside groups for individual events using St. John’s spaces
• Act as first point of contact between Vicar, parishioners, vendors, renters, and guests
• Make conference and travel arrangements for Diocesan Convention, retreats, and other trainings at St Crispin’s
• Manage phone calls and emails
• Respond promptly to Vicar’s queries
• Facilitate low-level internal communication (e.g. distribute information and schedule presentations) only occasionally
• Property Management: Work with tenants and outside groups using church areas to calendar events, meeting maintenance needs, completing business use agreements, etc. Report all maintenance issues to Jr Warden who will direct solution.
• Volunteer Assistant – Assist volunteers as appropriate in the various ministries.
• Other duties as assigned

Soft Skills and Abilities Required

• Ability to Conduct Research - Natural curiosity and the ability to gather information that builds bridges between ideas.
• Attention to Detail with Sense of Urgency - Ability to notice and communicate important details that may otherwise be ignored in a timely fashion.
• Proactive - Capable of filling in the gaps and demonstrating initiative while keeping leadership informed and gathering approval along the way.
• Active Listening Skills - Process information and ask questions to guide understanding of the direction and action expected. Ability to anticipate and provide what will be needed.
• Flexible Personality - Ability to interact and build rapport with all contacts through all means of communication (in person, phone, email, etc.). Must remain flexible and patient with all people.
• Strong Communications Skills - Communication is key. Must have ability to understand another person’s position and concerns while
  graciously conveying the information needed to accomplish the desired result. Time Management Skills - Must know how to effectively prioritize and keep things on schedule by understanding the priorities and needs of the Vicar.
• Project Management Assistance Skills - Able to help manage many moving parts of projects the Vicar and/or Jr Warden is working on (as requested).
• Unquestionable Discretion - Must exercise complete discretion and confidentiality with sensitive information.
• Boundaries – Must be able to set appropriate boundaries and communicate same to BC and members of the church. Ability to maintain said boundaries equally with all (i.e. no “on-call” or business on Sundays after church)

Additional Requirements

• Knowledge of office procedures and the use of office equipment
• Solid technology experience (office management systems, databases, MS Office)
• Internet access: Ability to work and conduct internet research from home as needed
• Familiarity with online calendars and cloud systems
• Additional qualifications with Communications, Office Management, or Executive Assistance a plus.

In this job, availability for special events, limited after-hours support during seasonal planning and execution, and occasional on-call coverage is required. Advent/Christmas and Lent/Easter will require good time management on the part of the Administrative Assistant. In addition there may be additional duties assigned that the Admin Assistant will be asked to perform.

The work of the church is ongoing with changes and growth occurring constantly. As we continue to grow, we need an Admin Assistant eager to learn, change and grow with us.

Interested applicants please send your resume or CV to Fr. Carr at ncarr@theacademyok.org.