Executive & Administrative Assistant

Executive & Administrative Assistant About Incarnate Word Foundation Incarnate Word Foundation is a St. Louis-based philanthropic organization committed to advancing justice, human dignity, and stronger communities. Guided by its Catholic identity and the values of the Sisters of Charity of the Incarnate Word, the Foundation partners with nonprofit organizations and community leaders to support meaningful [...]
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Executive & Administrative Assistant

About Incarnate Word Foundation

Incarnate Word Foundation is a St. Louis-based philanthropic organization committed to advancing justice, human dignity, and stronger communities. Guided by its Catholic identity and the values of the Sisters of Charity of the Incarnate Word, the Foundation partners with nonprofit organizations and community leaders to support meaningful and lasting impact. Through grantmaking, collaboration, and community engagement, the Foundation works to steward its resources thoughtfully and in service to others.

Position Overview

The Executive & Administrative Assistant contributes to the Foundation’s mission by providing administrative and organizational support to the Executive Director, Deputy Director, and Foundation team. This role helps ensure that schedules, meetings, communications, and administrative activities are coordinated efficiently and thoughtfully, allowing leadership and staff to focus on advancing the Foundation’s work.

The ideal candidate is highly organized, dependable, and detail-oriented, with strong communication skills and the ability to anticipate needs, manage competing priorities, and handle confidential information with discretion. They are committed to the Foundation’s mission and values and bring a professional, collaborative, and service-oriented approach to their work.

Key Responsibilities

Executive Support

• Manage calendars, appointments, and scheduling for the Executive Director and Deputy Director.
• Coordinate leadership and staff meetings, including scheduling, invitations, agendas, materials, and follow-up.
• Arrange travel, accommodations, and related logistics as needed.
• Draft and prepare correspondence, documents, and other materials on behalf of Foundation leadership.
• Anticipate administrative needs and help leadership manage priorities and commitments.
• Provide administrative support for special projects and initiatives as needed.

Board & Committee Support

• Coordinate scheduling, meeting arrangements, and communications with Board and committee members and other participants.
• Prepare, organize, and distribute approved meeting agendas, materials, and related documents.
• Maintain Board and committee records, meeting materials, and other documentation.
• Assist with meeting follow-up and tracking administrative action items.

Administrative & Office Support

• Maintain organized administrative files, correspondence, and general office records.
• Respond to and direct general inquiries and communications appropriately.
• Coordinate routine supply orders and vendor service arrangements in collaboration with the Grants & Operations Manager.
• Support the formatting and organization of reports, presentations, and other Foundation materials.
• Recommend improvements to administrative processes in collaboration with the Grants & Operations Manager.
• Provide administrative and logistical support for Foundation events, including coordinating event details, managing invitations and RSVPs, maintaining mailing lists, and tracking participant information.

Qualifications

• Experience in executive assistance, administrative support, office administration, or a related area.
• Strong organizational and time-management skills with exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, and requests effectively.
• Strong written and verbal communication skills.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
• Proficiency with standard office technology, including calendars, email, word processing, and document management systems.
• Ability to take initiative, anticipate needs, and adapt to changing priorities.
• Strong interpersonal skills and the ability to interact professionally with leadership, Board members, colleagues, and community partners.
• Comfortable working independently while collaborating closely with a small team.
• Commitment to respecting and supporting the Foundation’s Catholic identity, social teachings, and values in carrying out its mission.

Benefits & Well-Being

Incarnate Word Foundation offers a competitive compensation and benefits package designed to support the well-being of its employees, including:

• 100% employer-paid health, dental, and vision insurance for employees
• Paid vacation and sick leave
• 403(b) retirement plan with employer contributions for eligible employees

Apply Now

Incarnate Word Foundation has partnered with The Galvanized Experience to coordinate its recruitment and selection process.

Interested candidates should submit their résumé to careers.galvanizedexperience@gmail.com, indicating Executive & Administrative Assistant in the subject line. A cover letter is welcome but not required.

Applications will be reviewed as they are received, and qualified candidates will be contacted regarding next steps.

Job Category: Administrative Support

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Executive & Administrative Assistant

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About Incarnate Word Foundation

A careers.galvanizedexperience@gmail.com