Executive Assistant

Executive Assistant (Full Time) Office-Secretariat: Office of National Collections Date Posted: October 15, 2026 12:00 AM EDT Directs and coordinates high level administrative support for the Office of National Collections. Facilitates the work of the Executive Director by providing administrative support. Is first point of contact for dioceses and the general public on eight national fundraising programs and four grant programs. Demonstrates willingness and ability to understand, respect and contribute to the USCCB mission and to fulfill job duties in accordance with its Catholic identity. Major Duties and Responsibilities: Coordinates the administrative and financial activities of the office: Performs internal control tasks to complete monthly verifications of Finance & Accounting and National Collection remittance data (approximately $60 million/year) using Microsoft Dynamics 365; prepares corrective memos, Interoffice Transfers, and other budget-related tasks. Participate in the year-end closeout and receivables analysis process. Troubleshoots grant payments of approximately $30 million per year: monitors payment system, makes regular updates to Blackbaud Grantmaking database with payment details; analyzes issues and resolves grant payment problems with Convera Global Pay and Edge Portals. Supports Committee/Subcommittee meetings: researches data, compiles and proofreads documentation and attends confidential committee meetings to record and transcribe the meeting minutes. Assembles Committee and Subcommittee reports for Administrative Committee meetings and General Assemblies. May be called upon to take or transcribe meeting minutes for the Subcommittees on Aid to the Church in Central and Eastern Europe, Catholic Home Missions, the Church in Africa and/or the Church in Latin America. Assists with the administration of USCCB emergency collections: maintains electronic and paper files; reviews remittance data, analyzes fund balances, and prepares distribution payments to recipient organizations in collaboration with the Executive Director. Coordinates and organizes administrative aspects of Offices planning and budget processes and documentation, including preparing final budget and strategic planning packages for the overall Office including: first review of unit budget submissions and verification of backup G/L worksheets to budget sheets; compilation of strategic planning content and entry in the USCCB planning platform, and entry of yearly evaluation data. Provides reports for directors and committee documentation on the effectiveness of planned activities. Researches and prepares reports on behalf of the Executive Director; drafts correspondence to key stakeholders and leaders, including grant seekers, diocesan finance directors and bishops, for the Executive Directors signature with limited oversight; ensures all outgoing correspondence is consistent in format. Works with the Executive Director to manage his/her schedule and facilitates communication when Executive Director is out of the office; coordinates Executive Directors participation in requests for meetings, conference calls, and attendance at events and arranges travel for Executive Director and ensures expenses are processed appropriately. Processes APIs (staff travel reimbursements, services rendered, subscription renewals, intra-conference transfers) and follows up on all outstanding payments/reimbursements. Responsible for general office management issues: maintains committee contact information; provides primary phone coverage, maintains office files and coordinates records management process per USCCB and NC policies; manages stakeholder mailings; makes arrangements for scheduled staff meetings and coordinates meetings with outside visitors and dignitaries; sorts and distributes daily mail; and manages letterhead and supplies inventory. Educational Level: Bachelor's degree or equivalent combination of college level coursework and directly related experience Major Field/Specialty: Business/Finance, General Management, Communications, International Studies, or Humanities Other Specialized Training: Full proficiency in Word, Excel, Outlook and Adobe Professional required Intermediate proficiency in Microsoft Dynamics and SharePoint required Strong knowledge of Accounting programs (Microix, Abila) and grant management programs (Blackbaud Grantmaking) desirable Excellent organizational and time management skills Superb grammar, punctuation, spelling and correct use of the English language in writing and conversation required Strong interpersonal skills, including the ability to work well with others, be diplomatic and maintain confidentiality Flexibility to set and change work priorities and ability to move several projects simultaneously essential Knowledge of Catholic Church structure, hierarchy, protocol and basic doctrine is necessary Type and Nature of Professional Experience: Proven success working in busy, multi-faceted work environment and with others within a project management organizational structure Flexibility in working effectively either independently or collaboratively as circumstances warrant in meeting deadlines and achieving the established outcomes Experience that demonstrates attention to detail, accuracy and follow-through Ability to follow established policies and procedures consistently Experience working in the Catholic Church or with related agencies helpful Experience Required: 5-7 years of demonstrated professional experience The salary range for this position is $63,000 to $65,000. #J-18808-Ljbffr United States Conference of Catholic Bishops