Senior Administrative Assistant

The Senior Administrative Assistant – Mother Joseph Administrative Center, Sister of providence is responsible for facilitating and supporting the functions, related activities, and responsibilities for the Operations department. This position works closely with all departments and with other Executive Assistants in supporting the activities of the Mother Joseph Administrative Center.  Primary duties of the position include providing ongoing executive administrative support services for the Chief Operations Officer, Core Team, Local Leaders and the Senior Management Team. This includes coordinating meetings, agendas, and meeting minutes. This role serves as a daily point of contact for guests and visitors, is responsible for assigned activities; assisting with on-boarding of new staff or consultants; managing written and electronic records; participating in office-wide projects and activities as a member of the Administrative Team; and special projects as assigned.

This position performs all duties in a manner that promotes the Sisters of Providence mission, values, and philosophy to serve the poor and marginalized and seek ways to support peace, justice, and environmental sustainability. In all aspects, he/she serves as a role model for the values and mission of the organization.  Essential to this position is maintaining confidential information. 

Essential Functions:

• Provides ongoing administrative support services for the Chief Operations Officer, the Core Group, Local Leaders and Senior Management Team as needed,   This can include managing calendars, travel, and correspondence; arranging and coordinating meetings; maintaining up-to-date records and manuals; coordinating IT service requests; ordering and receiving supplies and small equipment items; and coordinating mailings and shipping options and services to ensure that department documents are received timely.
• Provides a daily point of contact for guests and visitors and follows up on guest or visitor requests as appropriate.
• As the Operations Team Floater, serves as back up and overflow support for key administrative functions.
• Assists with on-boarding of new staff or consultants, including office and IT set-up, completing necessary forms, ordering supplies, arranging for training, coordinating first-day activities, and following up on open items.
• Manages written and electronic records including file creation and labeling; timely filing of documents and records; managing on-site and off-site storage; and managing the retention and destruction of historical documents consistent with the records retention schedule.
• As a member of the Operations Team, participates in office-wide projects and activities; and identifies opportunities to work collaboratively with other team members to provide services as efficiently and effectively as possible.
• At the front desk, provides office coordination, including maintaining organization of Administrative Center’s storeroom and common areas.
• Coordinates in-house events including event planning, ordering catering and hosting.
• Monitors office supplies/inventory and orders as needed
• Other duties as assigned.
• Provides effective planning, coordination and execution of major printing and mailing needs.
• As needed assists the Core Team members, local leaders and Senior Management Team with administrative requests and other duties as assigned by the Chief Operations Officer.

 

Providence caregivers are not simply valued – they’re invaluable. Join our team at Providence Strategic And Management Services and thrive in our culture of patient-focused, whole-person care built on understanding, commitment, and mutual respect. Your voice matters here, because we know that to inspire and retain the best people, we must empower them.

Required Qualifications: 

• Associate's Degree in business administration, English  or related subjects or position requires an associate degree or graduation from a technical program in business administration, English  or related subjects or an equivalent combination of education and experience
• 5 years Administrative assistant experience

 

Preferred Qualifications:

• Bi-lingual in Spanish and English: Must have highly effective written and verbal communication skills in English and Spanish with the ability to relate effectively with internal and external entities. Some proficiency in French would also be beneficial but not a requirement.

 

Why Join Providence?

Our