Executive Assistant

Salary: $31.51 - $33.65 Hourly
Location : MN, MN
Job Type: Non-Exempt, Support Staff, Full Time
Job Number: 02030
Department: Collegeville Institute
Opening Date: 05/22/2025

Position Summary

Collegeville Institute invites applications for the full-time, benefit eligible position of Executive Assistant.
Founded in 1967, the Collegeville Institute boasts a long history of fostering global transformation through the power of religious ideas, insights, and practices. Rooted in the Benedictine Tradition at Saint John's Abbey, our work convenes diverse perspectives and life stories to nurture healing, visionary leadership, and genuine social change. This focus and practice have resulted in extraordinary testimony through writing and the arts, in pursuit of our stated goal of contributing to "the healing of the world." In today's rapidly changing world, we proudly champion liberative healing-centered practices that affirm interculturality, belonging, hospitality and a commitment to challenging ourselves to further our aspirations of an equitable community founded on respect for all persons.
Located on the campus of Saint John's University in Collegeville, Minnesota, Collegeville Institute is a 501(c)3 not-for-profit corporation that contracts with the Order of Saint Benedict (OSB) for employees and employee services.

Acting as an extension of the Executive Director, you will skilfully balance visionary ideas through collaboration and meticulous operational support. The ideal candidate will possess strong organizational acumen, intercultural fluency, relational intelligence along with adaptability. As our trusted partner and primary liaison for both internal stakeholders and external constituencies, this position will ensure bold strategies are seamlessly connected with practical execution.

Collegeville Institute offers competitive salaries and a comprehensive benefits program (click the benefits tab above the position summary section to view more information).

The posted wage represents Collegeville Institute's good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon several factors, including the candidate's experience, qualifications, and skills, and may fall outside of the range indicated.

To learn more about Collegeville Institute, please visit
Responsibilities

ADMINISTRATIVE SUPPORT ( 50% of time)

• Executive Support:
1.Manage the Executive Director's calendar, travel arrangements, and day-to-day communications to protect dedicated time for creative thinking and restorative praxis.
2.Serve as the first point of contact for phone calls, zoom meetings, emails, and in-person visitors for the ED.
3.Promote a global network through high-touch meaningful interactions, follow-up, and collaborations.
4.Support initiatives and communications that affirm diversity, ensuring the executive's vision is inclusive and representative.
5.Provide comprehensive administrative support using Microsoft Office (Outlook, Word, Excel, PowerPoint, OneDrive) and digital platforms (including scheduling and hosting Zoom meetings).

• Board and Committee Coordination:
1.Organize board meetings and committee functions, including planning spaces, preparing materials, and documenting outcomes.
2.Assist in coordinating special events.

• Provide general support to the management team.
1.Copying, scanning.
2.Manage electronic central filing system.
3.Schedule and host Zoom meetings.

PROGRAM AND FINANCIAL SUPPORT ( 35% of time)

• Resident Scholars Program Support:
1.Provide integral day-to-day support to the Resident Scholars Program Director-handling communications (acceptance letters, follow-up, and fellowship arrangements) and preparing orientation materials.
2.Manage logistical details such as scholars' calendars, housing assignments, travel arrangements, and daily communications to support gatherings and events.
3.In collaboration with our staff, coordinate meetings and small group gatherings, ensuring materials are prepared and on-site needs are met for routine implementation of the program.

• Bookkeeping and Data Management:
1.Handle bookkeeping tasks including creating payment requests, monthly charting of spending, credit card reconciliation, and support for precise financial records.
2.Perform data entry and support by compiling financial and programmatic reports, maintaining project records, and filing essential documents.

OPERATIONS SUPPORT ( 15% of time)

• Support the Business Manager and Director of Annual Fund in the following areas:
1.Risk management and legal activities: letters of agreement, contracts, leases, and other legal documents and agreements.
2.File legal documents and information systems required by local, state, and federal government agencies.
3.Human Resources: Assists the human resource function in conjunction with the Abbey Human Resources Office.
4.Coordinate administrative functions ensuring smooth daily operations of physical plant, equipment, including operating systems, computer equipment, copiers, telephone, database, and safety/security.
5.Help secures business insurance procurement, monitoring, and management. Including filing and monitoring insurance claims.
6.Help prepare comprehensive repair and replacement schedule for capital improvements and manages projects and maintenance.

Additional Duties:
1.Provide back-up support to the Director of Program Services, if needed.
2.Perform other duties as assigned.
Qualifications


• Minimum Education:

• Post-secondary office management degree or undergraduate degree preferred.


• Professional Experience:

• Four to six years of professional office management experience, with demonstrated excellence in communication standards, report formatting, and business correspondence.

• Experience in a nonprofit setting is highly valued, especially with a commitment to inclusive practices in ecumenical, multi-racial, multi-cultural, and multi-ethnic environments.

TECHNICAL AND INTERPERSONAL SKILLS

• Technical Proficiency:
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, OneDrive) and modern database management tools. Proficient in Forms Manager tools, Adobe products, or willing to learn. Familiarity with Generative AI and related productivity platforms is a bonus.

• Bookkeeping and Financial Acumen:
Previous experience with bookkeeping tasks such as payment requests, expense tracking, credit card reconciliation, and processing reimbursements.

• Organizational Excellence:
Workflow architect and organizer adept at managing schedules, logistics, digital meetings, and deadlines without losing sight of creative and strategic priorities.

• Communication and Emotional Intelligence:
1.Exceptional written and verbal communication skills; adept at translating innovative ideas into actionable strategies.
2.A high degree of cultural competency, emotional intelligence, and the ability to navigate diverse interpersonal dynamics with humility and respect.

• Additional Attributes:
1.Significant use of computers and keyboard.
2. Occasional walking may be required.
3. Ability to occasionally lift 25-40 pounds.
4. Ability to tolerate various indoor and outdoor temperatures.
5.Ability to communicate both verbally and in writing.
6.Ability to work independently and in a team environment.
7.Ability to work with little supervision.
8.Ability to take work direction from multiple Executive Staff and set priorities.

ADDITIONAL REQUISITES: (In addition to the qualifications noted on the job description, all employees are to abide by the following expectations):
1.Ability to interact with the community of the Order of Saint Benedict and the Saint John's community as an integral part of the staff.
2. Project a positive image of service and hospitality as a public face of the Collegeville Institute.
3.Ability to acquire a basic understanding of the character and mission of the Order of Saint Benedict and its corporate divisions.
4.Help create and foster a positive, respectful, and inclusive work environment.
5. The personal safety and health of each employee is of primary importance in our operation. Each employee has the responsibility to prevent accidents and injuries. The Order of Saint Benedict and its employees have the responsibility to comply with Federal, State, and departmental regulations related to safety and health.
The work of the Collegeville Institute is based on convening different voices and life stories. This focus and practice have resulted in extraordinary testimony through writing and the arts, in pursuit of our stated goal of contributing to "the healing of the world." We will continue to challenge our own practices and systems in order that the inclusive environment we seek be incorporated into our decisions. We dedicate ourselves to cultivating an equitable, inclusive community founded on respect for all persons.
To Apply

Applications are accepted online by clicking on "Apply". Candidates are asked to complete the application form and submit a cover letter and resume.

If you require an accommodation to participate in the OSB hiring process, please contact Human Resources at .

It is the policy of OSB to conduct a pre-employment background check. An offer of employment is contingent upon a successful background check.

Order of Saint Benedict is an Equal Opportunity Employer.
Order of Saint Benedict ( . click apply for full job details