Operations Coordinator, Mercy Investment Services

SISTERS OF MERCY; St. Louis, Northern (MO, KY); Hybrid; USD 40,000 - 50,000; Full time

Job summary

Mercy Investment Services, located in St. Louis, MO, seeks an Administrative Assistant to support the Executive Assistant and leadership. The role requires coordination of calendars, travel, and materials, and close collaboration with staff and vendors.

The position includes assisting with IT-related tasks, website and content management, and maintaining confidential documents. Strong communication, organization, and MS Office skills are essential.

Qualifications

• High school diploma with related administrative coursework.
• At least three years of administrative support experience.
• Strong organizational and project management skills.
• Excellent written, verbal, analytical, and communication abilities.
• Advanced MS Office skills (Outlook, Word, Excel, PowerPoint, Access) and Adobe Acrobat.

Responsibilities

• Provides direct administrative support to the Management Team and coordinates calendars and travel.
• Supports board and committee logistics, minutes, and materials distribution.
• Assists in IT-related tasks and website/content updates as needed.
• Manages office supplies, mail, and equipment maintenance; improves office efficiency.
• Contributes to audit preparations and organizational documentation.

Skills

Organizational skills

Project management

Communication skills

Microsoft Office

Education

High school diploma with related admin coursework

Bachelor’s or Associate degree in business/ admin

Tools

Adobe Acrobat

CRM systems

Database software

Job description

Launched in February 2010, Mercy Investment Services provides for the collective investment and professional management of the endowment and other investment funds of the Sisters of Mercy of the Americas and their sponsored ministries, while working for a just and sustainable world and embraces socially responsible investing as a means of promoting systemic change, with emphasis in the areas of nonviolence, racism, environment, concern for women, and immigration. Our multifaceted socially responsible investing program includes shareholder advocacy engagement with companies, proxy voting, portfolio screening and impact investing (both community and market-rate investments). More information is available at www.mercyinvestmentservices.org.

Position Summary:

This position reports primarily to the Executive Assistant, with secondary reporting to the Director of Communications, and interacts regularly with leadership, staff, committee members, and external partners. The role functions as a coordination hub and requires professionalism, responsiveness, and sound judgment in daily interactions.

• Administrative Support: Works collaboratively with the Executive Assistant and other operations staff to ensure the smooth and efficient operation of Mercy Investment Services’ St. Louis, Missouri, office. This includes completing direct administrative, clerical and office-related tasks for the organization, as requested. Supports the Executive Assistant in all office planning and scheduling activities. Provides background materials, context and logistical details for leadership and/or staff activities. Exercises sound judgment in triaging incoming requests and determining urgency. Serves as a welcoming and responsive contact for staff, committee members, vendors, and visitors.


• Board and Committee Support: Works closely with the Executive Assistant to support coordination and oversight of the organization’s events, including logistics for meetings and conferences; and assembles and distributes detailed, highly confidential and time-sensitive memorandums, reports, and presentations.


• Communications and Information Technology: Works with the Director of Communications to support the organization’s information technology strategy and goals including collaborating with staff and the IT vendor, acquiring and maintaining equipment, and developing staff training. Assists the Director of Communications in the production of communication materials and website content and the design, data entry, and database queries of departmental databases.

Position Responsibilities:

Administrative Support

• In coordination with other administrative staff, provides direct administrative support and anticipates the needs of the Management Team, including scheduling and maintaining calendars of appointments; making travel arrangements; creating detailed travel itineraries; receiving and directing communications to appropriate members of the organization; preparing expense and reimbursement forms; and maintaining confidential and sensitive company documents and information.


• Assists in coordinating a broad range of administrative, clerical & operational activities for various departments of the company and ensures staff needs are met in a timely manner.


• Provides all organizational support services activities including the purchase of supplies, distribution of incoming and delivery of outgoing mail, and oversight of office equipment maintenance and repair.


• Evaluates office production and recommends procedures to improve efficiency.


• Provides administrative and report preparation support to the company’s annual audit process.

Board and Committee Support

• Coordinates, as directed, all aspects of organizational events, including travel and meeting logistics for committee meetings and participant conferences.


• Supports committee governance processes including creation of presentations and posting of materials to Boardvantage, as needed.


• Ensures approval of Member, board and committee minutes and archiving within Boardvantage and other digital and paper files.


• Assists the Director of Communications in developing and implementing the organization’s Information Technology strategy and goals.


• Acts as liaison with IT vendors to meet technology needs of the organization and staff members in a timely manner.


• Coordinates with the Director of Communications in the acquisition, set-up, and maintenance of IT equipment and software.


• Ensures appropriate documentation and tracking of information technology equipment in coordination with the Finance department.


• Assists the Director of Communications and works with the IT vendor in the development and implementation of technology training modules for staff.


• Assists the Director of Communications with production and distribution of monthly communication materials using online content management system.


• Assists the Director of Communications with maintenance of the Mercy Investment Services website, including posting content, uploading and editing photos, using WordPress.


• Assists the Director of Communications in the production of other visual, printed and electronic materials.


• Assists staff in the design, data entry, data maintenance and database queries of multiple databases across various departments.

Systems and Process Improvement

• Maintains organized digital and physical filing systems for reliable information retrieval.


• Tracks action items and follow-through across meetings and initiatives.


• Supports implementation of new procedures and operational changes.


• Checks in regularly and communicates with Mercy Center staff to learn of any procedural changes, recommendations, best practices, etc.

Additional Responsibilities

• Completes projects and analyses using Microsoft Word, Excel, PowerPoint, Access, and Adobe Acrobat and internet-based research.


• Plans, compiles and prepares memorandums, correspondence, reports, presentations, and other documents in accordance with uniform communication procedures and style practices and distributes documents as directed.


• Implements procedures for systematic retention, protection, retrieval, transfer, and disposal of records (electronic and paper) and maintains files accordingly.


• Collaborates with the Executive Assistant and other members of the organization on various projects.


• Carries out responsibilities in accordance with Mercy Investment Services’ policies and applicable laws.


• Performs other duties as required.

Position Qualifications:

Required

• High school diploma, supplemented with related administrative and/or business administration coursework.


• At least three years of administrative support experience.


• Demonstrated knowledge of office administrative practices, procedures, and equipment.


• Demonstrated personal integrity and a commitment to ethical principles.


• Strong organizational and project management skills, attention to detail, prioritization of work activities and ability to execute tasks in a timely manner.


• Ability to work collaboratively in support of team members and/or independently on multiple projects simultaneously, prioritize responsibilities, take initiatives to proactively identify and address issues, and meet deadlines.


• Demonstrated sensitivity to and knowledge of cultural differences and ability to cultivate effective working relationships with a broad range of employees and external contacts.


• Ability to adapt to known and unforeseeable schedule and priority changes.


• Excellent written, verbal, analytical, and communication skills.


• Strong computer skills with advanced knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, and Adobe Acrobat.


• Proficient across digital platforms and the ability to learn new software systems; and


• Demonstrated knowledge of database administration, information management, and industry-standard computer software suites using database software and/or customer relationship management systems.

Preferred

• Two-year or bachelor’s degree in business, business administration, or related area.


• Experience with Adobe Creative Suite including Photoshop and Illustrator.


• Prior experience in a not-for-profit or religious organization; and


• Interest in the traditions and culture associated with the Sisters of Mercy and Catholic Church structures and teaching.