Executive Assistant - COO/CEO

Job Summary

At Catholic Charities of Ingham, Eaton, and Clinton Counties, every team member plays an essential role in advancing our mission to serve vulnerable individuals and families with compassion and dignity. As part of our team, you will contribute to a wide range of services aimed at fostering hope, healing, and empowerment within the communities we serve. The Executive Assistant (EA) provides high-level administrative, operational, and project support to the Chief Operating Officer (COO) and plays a key role in ensuring organizational effectiveness. This position manages complex scheduling, supports board governance activities, coordinates policy distribution and compliance, and serves as a central hub for communication and workflow across departments. The EA must be proactive, detail-oriented, and comfortable handling sensitive information with discretion

Key Responsibilities

Executive Support to the COO

• Manage the COO's calendar, including scheduling meetings, coordinating logistics, and anticipating needs.
• Prepare meeting materials, presentations, and briefing documents.
• Track deadlines, priorities, and follow-up tasks to ensure timely completion.
• Serve as a liaison between the COO and internal/external stakeholders.

Board & Committee Support

• Coordinate board and committee meetings, including scheduling, agenda preparation, and document distribution.
• Record, draft, and maintain accurate board and committee meeting minutes.
• Ensure timely collection and filing of board documents, signatures, and compliance materials.
• Maintain organized digital and physical archives of board records.

Policy Management & Compliance Coordination

• Oversee the distribution, tracking, and collection of organizational policies and annual acknowledgments.
• Maintain the master policy library and ensure updated versions are accessible to staff.
• Coordinate policy review cycles and support the COO in updating or revising policies.
• Monitor compliance deadlines and follow up with staff as needed.

Administrative & Operational Support

• Support cross-departmental projects led by the COO, including research, data gathering, and documentation.
• Assist with internal communications, announcements, and workflow coordination.
• Manage confidential files, contracts, and organizational documents.
• Provide logistical support for staff meetings, retreats, and special events.

Office & Systems Coordination

• Maintain organized digital systems, shared drives, and administrative processes.
• Support onboarding tasks related to operations, policies, and organizational procedures.
• Identify opportunities to streamline workflows and improve operational efficiency.

Qualifications

• 3-5 years of administrative or executive support experience, preferably in a nonprofit or mission-driven environment.
• Strong writing skills, especially for minutes, summaries, and formal documentation.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities and work independently.
• High level of discretion and professionalism.
• Proficiency with Microsoft Office, Google Workspace, and digital file management.

Preferred

• Experience supporting senior leadership or boards of directors.
• Familiarity with nonprofit governance and compliance requirements.
• Project coordination experience.

Key Competencies

• Proactive problem-solving
• Clear and professional communication
• Relationship-building and collaboration
• Confidentiality and sound judgment
• Adaptability in a fast-paced environment

Personal Attributes Anticipated

• Mission-Driven: Demonstrates a deep commitment to the mission and values of Catholic Charities of Ingham, Eaton, and Clinton Counties, and incorporates them into daily work
• Collaborative Team Player: Thrives in a team environment, contributing positively and working effectively with others to achieve shared goals
• Solution-Oriented Problem Solver : Proactively identifies challenges and develops practical, innovative solutions to address them
• Culturally Sensitive: Demonstrates awareness and respect for the cultural diversity of both colleagues and clients, fostering an inclusive and supportive environment
• Integrity: Upholds a strong moral character, consistently doing what is right, and responsibly using time and resources to serve the organization's mission

Work Environment & Physical Demands

• This position is on-site and may not be eligible for remote work
• Attendance at occasional meetings or events outside regular business hours is required
• The role involves working with sensitive or potentially traumatic information and direct interaction with individuals or families in crisis
• Physical requirements include frequent use of hands for handling objects, tools, or controls; talking, bending, squatting, twisting, climbing, kneeling, reaching, and occasionally lifting or carrying up to 30 pounds
• Vision requirements include close-up work, distance vision, and the ability to adjust focus
• The work environment may involve varying degrees of physical discomfort and occasional loud noise
• Occasional driving, potentially with Clients, during the workday may be needed for operational purposes
• Reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions

Comments:

This job description is intended to outline the essential functions, general supplementary tasks, and key requirements for successful performance in this role. It is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Additional tasks may be assigned, and management reserves the right to modify duties as needed.