Executive Assistant

Catholic Construction Services, Inc. Executive Assistant/Office Manager Job Description JOB TITLE: Executive Assistant to the Director of Real Estate Development and Office Manager REPORTS TO: Director of Real Estate Development PURPOSE: Provide multi-faceted support to the Director of Real Estate Development and CCSI

JOB FUNCTIONS:

• Perform various administrative assistant duties for the Director of Real Estate Development
• Calendar: meeting scheduling both virtual & in-person, reserve and/or set up appropriate meeting space, communicate meeting delays/changes immediately
• CCSI/John/AR "To Do" organization, tracking and implementation
• Create, track and process monthly expenses and expense reports
• Various department and committee meeting preparation, materials compilation and ppt/pdf presentation set-up & display including but not limited to PRC, ABO, Department Overview, Business Manager, Extraordinary Budget Review meetings, etc....
• PRC Meeting Minutes and materials to Finance Council
• Oversee and finalize compilation of annual projects list and selected project pics for CCSI Annual Report
• Schedule and draft agendas for CCSI staff meetings
• Assist the team in finding/implementing new applications and software however needed
• Verify and process CCSI employee expense reports
• Process department payroll approval bi-weekly
• Track CCSI employees and AoA Facility Director sick/vacation days and scheduling
• Inventory office supplies
• Request, order and track office supply shipments to Chancery and employees' domiciles
• Process various office supply vendor invoices and submit to Finance
• Maintain files, tag renewals and pertinent documentation for CCSI automobile fleet
• Due Diligence management: schedule and manage all due diligence responsibilities for land acquisitions and dispositions; surveys, appraisals, environmental testing, title searches, attorney fees, etc...
• Prepare, organize and file real estate contracts and documentation
• Update AoA properties smartsheet
• Process various real estate/due diligence related invoices and submit to Finance
• Process various construction project related invoices and submit to Finance
• Process real estate acquisitions/dispositions Catholic Mutual Notice forms
• Calculate attorney fees per entity each month
• Maintain and update Real Estate transaction information in Access
• Update CCSI project management tools (ie. Staff Resource Chart, PM Mileage, CCSI Approval Stamp, etc.)
• Update CCSI marketing materials and presentations (ie. LCPP resources on web, etc.)
• Submit CCSI Real Estate fees for real estate transactions to Finance
• Facility Inspections management: maintain inspection schedule, review, log, and distribute Facility Inspections as well as process inspection invoices
• Log and forward Safety Inspections to Facilities Inspectors from Catholic Mutual
• Supervise digital file maintenance on M: Drive using the CCSI File Naming Guidelines
• Protocol Letter management: preparation and distribution of Protocol Letters to Archbishop's Office
• Prepare, maintain, and update monthly Access Data Base reports for meetings with the Archbishop, plus distribution of reports monthly
• Assist with preparation and maintenance of department budget
• Any other tasks, assignments, projects, or requests as deemed necessary by the Director

KNOWLEDGE, SKILLS, DEGREES, LICENSES, CERITIFCATIONS:

• Three to five years overall administrative real estate experience (Preferred)
• Five to 10 years overall general administrative skills (Preferred)
• Computer skills as well as knowledge of Word, Excel, Outlook, and Power Point (Required)
• Good technical skills (typing, telephone, etc.) (Required)
• Organizational skills (Required)
• Notary Public Registration (paid for by CCSI) (Required)
• Flexibility with respect to work assignments and hours (Required)
• High school diploma (Required) and some college or technical training (Preferred)