Executive Assistant to the Executive Director

Job Description

St. Labre Indian Catholic School
Pretty Eagle Catholic Academy St. Charles Mission School
Job Description

Job Title: Executive Assistant to the Executive Director/Chief Executive Officer
Department: Administration
Reports To: Executive Director/Chief Executive Officer
FLSA Status: Exempt - 12-month position
Salary Grade: 6A ($43,409-$54,260-$65,112)/year
Approved Date: 4/5/2024

SUMMARY
Provides assistance to the Executive Director by maintaining a high level of organization, including keeping official records and executing administrative policies, serves as the Assistant Secretary of the corporation and Board of Directors, and Office Manager by performing the duties as described.

ESSENTIAL DUTIES AND RESPONSIBILITIES currently include the following. * Indicates the nonessential duties and responsibilities. Nothing in this job description restricts St. Labre's right to assign or reassign duties and responsibilities to this job at any time.

1. Continuously seeks improvement in areas of responsibility.
2. Manages Executive Director's calendar and independently schedules appointments when appropriate.
3. Screens incoming calls and correspondence and responds independently when appropriate, and drafts responses, as requested.
4. Prepares memoranda outlining and explaining administrative procedures and policies, and monitors compliance.
5. Attends and participates in Directors meetings and prepares records such as agendas, notices, and minutes.
6. Participates in formulating and administering organization policies and developing long range goals and objectives.
7. Reviews and analyzes activities, costs, operations, and forecast data to determine progress towards stated goals and objectives.
8. Composes and prepares general and confidential correspondence, reports, and other complex documents.
9. Creates and maintains database and spreadsheet files as necessary.
10. Reviews and prepares fundraising media and materials under the guidance of the Executive Director.
11. Administers the St. Labre Indian School Honor Scholarship Program; this requires distribution of Policies and Procedures and Applications to seven area high schools (Colstrip, Lame Deer, Northern Cheyenne, Lodge Grass, Plenty Coups, Hardin, and Billings Central), reviews submitted applications, and distributes scholarship checks to postsecondary education institution on behalf of scholarship recipients.
12. Maintains and oversees office equipment maintenance contracts for St. Labre, Pretty Eagle, and St. Charles schools.
13. Prepares and manages annual budgets for the General Office and Museum and Gift Shop.
14. Supervises Receptionist, Mail Messenger, Museum Manager, Museum Attendant, and campus tours.
15. Supervises and enhances operation of museum and gift shop.
16. Provides support to all staff and reports to the Executive Director as necessary.
17. Coordinates repairs to the Administration Building as needed and provides supplies to general office staff.
18. Serves as Office Manager for Administration Building.
19. Supervises use and scheduling of Guest Quarters. Ensures proper maintenance and upkeep to provide modest, yet comfortable, accommodations for visitors and guests.
20. Supervises use and scheduling of vehicles under General Office; arranges for oil changes and other maintenance and repairs as needed.
21. Prepares annual report (formerly Statement of Accountability) and submits for printing.
22. Makes all necessary arrangements for Board meetings, including meeting rooms, meals, and overnight accommodations and processes payment for all of the above.
23. As Assistant Secretary of the Board and Corporation, attends all board meetings and committee meetings, records minutes of the Board of Directors and Committee meetings, assures that all notices are duly given as provided for in the Bylaws, and, in general, performs all such other duties as may be assigned by the President or Secretary.
24. As Board Assistant Secretary, serves as administrator of and provides support for users of the board management software.
25. Prepares and submits annual filings with the Secretary of the State.
26. Serves as a notary public for the organization.
27. Ensures proper retention, organization and storage of corporate records.
28. Provides support to St. Paul Mission Education Association Board of Directors as directed by St. Labre Executive Director. (Organizes meetings, meals, lodging; prepares agendas, minutes; etc.)

SUPERVISORY RESPONSIBILITIES

Directly supervises 3-4 employees on a regular basis and visitor services during the summer months. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associate's degree A. A. or equivalent from two-year college or technical school; and at least two years related experience and or training required; or equivalent combination of education and experience. Bachelor's degree with experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES

1. Ability to maintain the highly confidential nature of administrative work.
2. Excellent oral and written communication skills.
3. Proficient in Word, Excel, email, and Google Workspace applications.
4. Ability to convey a positive image to the public.
5. Ability to work effectively with all levels of employees.
6. Ability to read and interpret documents such as budgets, investment portfolios, safety rules, legal documents, operating and maintenance instructions, and procedure manuals.
7. Ability to write complex reports and correspondence.
8. Ability to speak effectively with donors, visitors, or employees of organization.
9. Ability to manage multifaceted tasks or projects simultaneously and in conjunction with day-to-day activities.
10. Ability to work in high pressure situations.
11. Excellent organizational skills.
12. Willingness to work extra hours, if needed, including holidays, evenings and weekends.
13. Respects the teachings of the gospel of Jesus Christ in private, personal, and public life.
14. Commitment to the mission of the Roman Catholic Church in Native American education.
15. Sensitivity to, and appreciation of Native American people and their cultures.
16. Ability to serve as an appropriate role model for students.

CERTIFICATES, LICENSES, REGISTRATIONS

Bondable for notaries commission Valid Montana driver's license

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Please include:
Online application
Cover letter
Resume

About the Employer

Our Mission is to proclaim the Gospel of Jesus Christ according to Catholic tradition by providing a quality education which celebrates our Catholic faith and embraces Native American culture, primarily the Northern Cheyenne and Crow tribes, so the Native American individuals and communities of Southeastern Montana are empowered to attain self-sufficiency.
We are seeking dynamic and energetic educational leaders who have the initiative and ability to work with a committed and professional staff; who are committed to the teachings of the Catholic Church; and to quality education for all students.