ADMINISTRATIVE ASSISTANT, OPERATIONS & PROPERTIES
Sisters of Notre Dame, Ipswich, Massachusetts
Employment Type: Full-Time
Benefits Offered: Dental, Life, Medical, Paid Time Off, Retirement, Vision
Compensation: $48,000 to $55,000 per year
Contact: Cover letters and resumes to: jshea@ewsndden.org
POSITION SUMMARY:
The Administrative Assistant supports the East-West (EW) Executive Director of Operations/Properties and the EW Senior Manager of Operations/Properties, by providing office and multi-site support for project management, organization, coordination, and communication. This individual will assist in all aspects of maintaining the residential, Province Centers, and ministry properties owned by the EW Province. This individual will provide the support that is necessary to run the Operations/Property Management Department office efficiently.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Assist with maintaining records for the Property Budgets with the Director and Ipswich Property Manager
- Input monthly invoice data for EW properties as needed
- Update and maintain the shared finance capital budget spreadsheet
- Update and maintain EW Property data Excel spreadsheets
- File and organize property department receipts, invoices, and paperwork
- Maintain Shared Files on Secure Site for Exec. Director and Ipswich Senior Property Manager including Property Management, Operations, and Transportation folders
- Assist with projects at Ipswich and local properties as assigned
- Assist with contacting vendors and contractors for maintenance and repairs at EW owned properties as assigned
- Assist with Ipswich key fob data base; program and distribute fobs as needed
- Assist with projects at SNDdeN cemeteries, order stones and delivery, and update/maintain cemetery spreadsheets
- Organize EW property maintenance requests
- Assist with administrative duties for property purchases and sales
- Setup and organize property project binders and files
- Take meeting minutes as needed
- Provide support as instructed by the Executive Director and Senior Manager for the Maintenance Dept, Housekeeping, and Transportation Manager
Please note that this job description is not designed to cover or contain a comprehensive listing of responsibilities, duties, and activities that are required of the employee for this job. Responsibilities, duties, and activities may change at any time with or without notice.
EDUCATION & EXPERIENCE REQUIREMENTS
- Bachelor’s degree
- 3+ years of Administrative Assistant experience
- Excellent oral and written communication skills, with strong logic and reasoning ability
- Comfortable with technology and proficient in Microsoft Word and Excel; open to learning new things
- Ability to work cooperatively with others and able to take direction
- Reliable, dependable, and flexible
- Organized and detail-oriented
- Willingness to travel off-site to E/W properties as needed
- Willingness to learn and embody the Hallmarks of a Notre Dame Community
WORK ENVIRONMENT:
Open, welcoming, and faith-filled community of Sisters and staff that is peaceful yet dynamic.
PHYSICAL REQUIREMENTS:
- Massachuetts Driver’s license and reliable transportation
- Able comfortably to lift 30 lbs.
- Able to sit at desk for up to 6 hours/day if necessary