Pope St. John XXIII National Seminary is a Roman Catholic graduate, theological institution in Weston, Massachusetts dedicated to the preparation of men aged 30 and older for priestly ministry. Those who successfully complete the formation program are awarded the Masters in Divinity degree. The seminary especially respects and utilizes the life experiences and accomplishments of the seminarians as it prepares them for priestly ministry.
EXECUTIVE ASSISTANT TO THE RECTOR (FT), POPE ST. JOHN XXIII NATIONAL SEMINARY, WESTON, MA.
Pope St. John XXIII National Seminary is a Roman Catholic professional and graduate theological institution dedicated uniquely to the preparation of seminarians 30 years of age and older responding to a call to priestly ministry. Our current seminarians (enrolled in our Master of Divinity program) represent over thirty dioceses and five religious orders located throughout the United States and beyond. Since 1964, 150 dioceses and religious orders have entrusted the formation of their candidates for priesthood to this Seminary. Nearly 700 alumni serve throughout the world. The Seminary is in Weston, Massachusetts, 13 miles west of downtown Boston, on over 35 acres of wooded land.
The Executive Assistant provides administrative/secretarial and clerical support to the Rector and the Vice Rector. He/she will be responsible for the Rector’s schedule, travel arrangements and communication with various entities where he represents the Seminary.
DUTIES AND RESPONSIBILITIES
- The Executive Assistant must work independently performing a wide range of complex and confidential administrative and clerical support duties for the Rector and Vice Rector.
- Functions will include but are not limited to:
- Excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. Communication vehicles include typing, proof reading, copying filing, email, letters, mailings, telephone calls, message taking, faxes, etc.
- Responsible for various aspects of the Admission process including initial correspondence, application distribution and creation of file, scheduling of candidate’s interviews with Admission Board and psychologist, following up on required documentation and preparation of acceptance status letters.
- Manage correspondence with Diocesan offices regarding Special Ministries.
- Oversee Board of Trustees i.e. orientation, monitoring term limits, scheduling Board meetings, create and maintain meeting agendas, minutes and other correspondence.
- Collect and transmit all confidential student evaluations and transcripts to the sponsoring Bishops and Vocation Directors.
- Create official documents for seminary ministry records including follow-up correspondence to proper individuals or Diocesan officials.
- Attend weekly Faculty meetings, generate agenda and minutes.
- Maintain official seminarian records, files, correspondence, etc.
- Assist Rector by screening calls, managing appointments and arranging travel.
- As needed, serve as backup to the receptionist to include answering the telephone and front door in a professional manner, directing calls and individuals to appropriate departments, and sorting and distributing mail and packages.
POSITION QUALIFICATIONS/REQUIRED SKILLS
- Good interpersonal skills, both verbal and written
- Display professionalism and confidentiality
- Notary, a plus
- Generous in service
- Ability to work independently and be flexible in the performance of duties and tasks
- Ability to prioritize and manage multiple projects – self starter
- Possess excellent computer/communication skills to include knowledge of Microsoft Office 365 Suite (Word, Excel, Power Point, etc.) and (One Drive, SharePoint, Outlook)
- Knowledge of corporate affairs i.e. interacting & maintaining records for the Incorporators and the Board of Trustees
- Maintain good relationship with the Roman Catholic Archdiocese of Boston as well as all sponsoring dioceses and religious orders
- Possess a working knowledge of Catholic Church structure, seminary education, higher education in general, and the ecumenical community.