Administrative Assistant, Office of the Priest-in-charge

POSITION SUMMARY

The Administrative Assistant, Office of the Priest-in-charge, provides high-level administrative support to senior leadership within the Rector’s Administration office. Serve as the initial contact for internal constituencies on matters pertaining to the Office of the Priest-in-charge.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Administration

• Support the administrative needs of the Director, of Administration, Chief of Staff (CoS), and Chief Strategy Officer (CSO).
• Schedule appointments and ensure that Priest-in-charge’s calendar is always accurate and up to date.
• Act as liaison to Trinity Church Wall Street staff.
• Initiate and maintain Director’s correspondence as assigned, including matters of utmost confidentiality and time sensitivity.
• Prepare any materials for upcoming meetings and handle necessary follow-up.
• Track communications internally/externally to inform stakeholders, and ensure actions are enacted as directed.
• Coordinate travel for supervisor, Priest-in-charge, CoS, CSO, and Vestry including arranging transportation and lodging, developing travel agenda, liaising with other Executive Assistants as appropriate and other activities as needed.
• Arrange for and provide hospitality to external visitors and guests of the supervisor and Priest-in-charge.
• Manages projects and performs other administrative support duties as requested.
• Process all purchase orders and expenses.
• Assist in preparing materials for committee and Vestry meetings.

Project Management

• Manages special projects as assigned by the Director.
• Provides constructive input to facilitate project planning and implementation.
• Coordinates logistics for special projects across internal and external stakeholders.

Financial Matters

• Handle billing, process invoices and expense reports for the Rector’s Ministry Administration office monthly or as needed, communicating with Finance, Treasury and Accounts Payable departments to ensure efficient processing.
• Liaise with Finance Department to ensure that all programming costs are captured and reported in a meaningful and accurate way.

Other

• Assist in planning and organizing annual Ascension Day Vestry Dinner and Christmas Celebration, and other events as needed, including invitations, logistics and event management.
• Adhere to confidentiality rules and all other Trinity Wall Street policies, procedures, and rules.
• Perform all duties in a manner that promote Trinity’s mission and core values.
• Assume other related responsibilities and special projects as required.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent communication skills—both oral and written.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, CRM and other database management programs.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Maintains professional demeanor in all situations and proven ability to handle confidential information with discretion.
• Ability to work in a mission/results-driven high-pressure environment.
• Ability to maintain a realistic balance among multiple priorities, and work independently on projects, from conception to completion.
• Flexible and able to work well with all levels of internal and external leadership and management as well as outside constituents and visitors.
• Flexibility in work schedule as required.
• Willingness to travel with Director as needed.

REQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALS

• Bachelor's degree required or an equivalent combination of training or experience.
• 3-4 years of experience in administrative roles in fast-paced, high-pressure environment.