Executive Assistant to the President

Sisters of St. Joseph Brentwood; Brentwood (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

Sisters of St. Joseph Brentwood seeks an Executive Assistant to the President to provide high-level administrative support, manage complex scheduling, and coordinate confidential communications.

The role acts as a trusted partner to advance the organization's mission and strategic priorities, interfacing with leadership, staff, donors, and partners. The ideal candidate has a strong background in executive support, exceptional organization, and meticulous attention to detail, with a commitment to

Qualifications

• Bachelor's degree or equivalent experience.
• 3-5 years of progressively responsible executive administrative experience supporting senior leadership.
• Exceptional organizational, planning, and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to exercise sound judgment and maintain strict confidentiality.
• Proficiency with Microsoft Office Suite and other software
• Willingness and ability to learn new software applications as necessary.
• Familiarity with operational frameworks, KPI tracking, or planning, preferred.
• Strong analytical and problemsolving abilities, preferred.

Responsibilities

• Manage the President's complex calendar, priorities, appointments, and correspondence.
• Coordinate meetings, appointments, travel arrangements, and special events.
• Prepare agendas, meeting materials, presentations, reports, and correspondence on behalf of the President.
• Screen communications and prioritize requests requiring the President's attention.
• Maintain confidential files, records, and official documents.
• Track action items and follow up to ensure timely completion of assignments.
• Anticipate the President's needs and proactively resolve scheduling or administrative challenges.
• Manage expense reports, invoices, and administrative processes for the President.
• Perform other duties as assigned.
• Coordinate meetings of the Congregational Leadership Team, and designated committees.
• Prepare meeting packets, minutes, resolutions, and supporting documentation.
• Assist with planning Congregational meetings, leadership retreats, and special events.
• Track organizational priorities and strategic initiatives assigned by the President.
• Draft letters, announcements, presentations, and other communications.
• Coordinate internal and external communications on behalf of the President.
• Coordinate special projects and organizational initiatives.
• Conduct research and compile information to support executive decision-making.
• Monitor project timelines and assist in ensuring timely completion of assigned initiatives.
• Develop and maintain efficient filing systems and document management processes.
• Assist with planning major Congregational events and executive functions.

Skills

Executive support

Calendar management

Communication

Confidentiality

MS Office

Organization

Time management

Problem solving

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office Suite

Job description

MISSION STATEMENT:

Empowered by God's love, rooted in the Gospel of Jesus, faithful to the vision of one sacred Earth community, we live and work to bring all into union with God and one another.

Position Summary

The Executive Assistant to the President provides high-level administrative and executive support to the President of the Congregation, ensuring the efficient operation of the President's office while advancing the mission, values, and strategic priorities of the Sisters of St. Joseph. This position serves as a trusted partner, managing a wide range of confidential, administrative, and organizational responsibilities requiring sound judgment, discretion, and exceptional attention to detail.

The Executive Assistant serves as a key liaison between the President, Leadership Team, COO, employees, donors, ministry partners, and external stakeholders. This role requires the ability to anticipate needs, manage competing priorities, coordinate complex schedules and projects, and foster effective communication throughout the organization.

Qualifications

• Bachelor's degree or equivalent experience.
• 3-5 years of progressively responsible executive administrative experience supporting senior leadership.
• Exceptional organizational, planning, and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated ability to exercise sound judgment and maintain strict confidentiality.
• Proficiency with Microsoft Office Suite and other software
• Willingness and ability to learn new software applications as necessary.

Experience In a Complex, Multistakeholder Organization, Preferred.

• Familiarity with operational frameworks, KPI tracking, or planning, preferred.

Strong Analytical And Problemsolving Abilities, Preferred.

Essential Duties & Responsibilities

Executive Support

• Manage the President's complex calendar, priorities, appointments, and correspondence.
• Coordinate meetings, appointments, travel arrangements, and special events.
• Prepare agendas, meeting materials, presentations, reports, and correspondence on behalf of the President.
• Screen communications and prioritize requests requiring the President's attention.
• Maintain confidential files, records, and official documents.
• Track action items and follow up to ensure timely completion of assignments.
• Anticipate the President's needs and proactively resolve scheduling or administrative challenges.
• Manage expense reports, invoices, and administrative processes for the President.
• Perform other duties as assigned.

Governance & Leadership Support

• Coordinate meetings of the Congregational Leadership Team, and designated committees.
• Prepare meeting packets, minutes, resolutions, and supporting documentation.
• Assist with planning Congregational meetings, leadership retreats, and special events.
• Track organizational priorities and strategic initiatives assigned by the President.

Communication & Relationship Management

• Serve as the primary point of contact for the President's Office.
• Professionally interact with Sisters, employees, and community representatives.
• Draft letters, announcements, presentations, and other communications.
• Coordinate internal and external communications on behalf of the President.

Project & Administrative Support

• Coordinate special projects and organizational initiatives.
• Conduct research and compile information to support executive decision-making.
• Monitor project timelines and assist in ensuring timely completion of assigned initiatives.
• Develop and maintain efficient filing systems and document management processes.
• Assist with planning major Congregational events and executive functions.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear, use hands and fingers to handle, feel or operate objects, tools, or controls, and reach with hands and arms. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, open filing cabinets, bend, carry, push, pull or otherwise move objects. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee must be able to work in a fast-paced office environment with frequent interruptions.