Executive Assistant

Job Description

Job Description

Executive Assistant to the Institute COO

Location: Cumberland, RI
Schedule: Full-Time 40 hours per week
Salary Range: 76-102,000 per year
Telecommute Eligibility: This position has the option to telecommute upon eligibility.
This is not a contracted position.

Welcome to Mercy, where the mission meets you.

The Sisters of Mercy of the Americas is a mission-driven organization dedicated to responding with vision and compassion to the needs of people who are poor, sick, and uneducated. Guided by Mercy values, we strive to extend compassion, promote social justice, and live mercifully in our daily work and interactions.

Position Summary

The Executive Assistant to the Institute Chief Operating Officer provides high-level administrative and professional support that enables the Institute COO to remain organized, informed, and focused on organizational priorities.

This position manages a complex calendar and workflow, coordinates executive meetings and events, prepares materials and communications, and leads special projects on behalf of the Institute COO. The Executive Assistant also serves as a senior member of the Administrative Services team, working closely with the department director to support department initiatives and provide leadership coverage when needed.

Success in this role requires exceptional accuracy, organization, judgment, responsiveness, discretion, and the ability to anticipate needs in a fast-paced executive environment.

Key Responsibilities

• Manage the Institute COO’s complex calendar, including appointments, meetings, travel obligations, deadlines, reminders, and competing priorities across multiple time zones.

• Anticipate upcoming needs and ensure the Institute COO is prepared with the information, materials, research, and background necessary for productive meetings and decisions.

• Coordinate Department Head, Director-level, and Institute Operations Team meetings, including scheduling, agendas, notices, materials, minutes, and follow-up activities.

• Coordinate logistics and communications for retreats, conferences, meetings, and special events hosted by the Institute COO.

• Serve as a professional communication link between the Institute COO and internal and external stakeholders.

• Prepare, review, and edit correspondence, presentations, reports, organizational charts, workflow diagrams, grids, templates, and other executive materials.

• Conduct research, gather information, and analyze materials to support reports, projects, meetings, and organizational priorities.

• Establish and maintain accurate physical and electronic filing and recordkeeping systems.

• Work independently on special projects and initiatives assigned by the Institute COO.

• Coordinate projects, workflows, deliverables, and meeting documentation with the Institute COO’s Project Manager.

• Process invoices and expenses through the organization’s expense-management system.

• Help the Institute COO maximize the effective use of office technology and collaboration tools.

• Handle sensitive matters with the highest degree of confidentiality, discretion, tact, and professionalism.

• Represent the Institute COO’s office professionally and courteously in all interactions.

• Serve as a senior member of the Administrative Services team and as the principal backup to the department director.

• Participate in required mission integration, safety, and organizational programs.

• Follow organizational policies, procedures, and safety requirements, and perform other related duties as assigned.

Required Qualifications

• Bachelor’s degree in business administration, management, or a related field.

• At least 10 years of related experience supporting senior executives or C-suite leaders.

• Demonstrated experience managing complex executive calendars, competing priorities, meetings, projects, and confidential information.

• Exceptional organizational, planning, time-management, and attention-to-detail skills.

• Ability to anticipate needs, take initiative, and work independently with limited direction.

• Ability to manage multiple concurrent projects and meet deadlines in a fast-paced environment.

• Strong analytical, research, problem-solving, and decision-making skills.

• Excellent verbal and written communication skills, with the ability to interact confidently and professionally with individuals at all organizational levels.

• Demonstrated tact, diplomacy, integrity, sound judgment, and discretion.

• Service-focused approach with a high level of responsiveness and accountability.

• Advanced proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Teams, Zoom, and other relevant office technology.

• Ability to perform the physical requirements of the position, with or without reasonable accommodation, including frequently lifting, pushing, or pulling up to 50 pounds.

Preferred Qualifications

• Graduate-level education in business administration, management, or a related field.

• Experience serving as a senior member of an administrative or executive-support team.

• Ability to remain composed, organized, resourceful, and effective in stressful or rapidly changing situations.

• Experience training, mentoring, or supporting other administrative professionals.

• Prior experience in a healthcare, nonprofit, religious, or mission-driven organization.

• Understanding and appreciation of the traditions, culture, and mission of the Sisters of Mercy and the Catholic Church—or a willingness to learn.

• Familiarity with Catholic Church structures and teachings.

Why Join Us?

• Meaningful, mission-driven work

• Opportunity to support executive leadership and organization-wide priorities

• Telecommuting flexibility upon eligibility

• Collaborative and values-based work environment

• Senior-level role with varied projects and responsibilities

• Opportunity to contribute to the Administrative Services team

• Comprehensive benefits package for eligible employees