Executive Assistant

Job Description

Job Description

POSITION SUMMARY

Performs a full range of clerical and administrative support duties for agency executive staff (CEO, COO and CFO) and leadership. Position requires in-depth knowledge of agency policies and a high level of office administrative skills. Requires a high degree of accuracy and considerable ability to assume responsibility and to exercise independent judgment.

GENERAL DUTIES AND RESPONSIBILITIES

• Primary support to Facilities Manager, with additional support to the Executive Leadership, and the Grants and Finance departments.

• As Agency’s Facilities Work Order System Administrator , provide overall management of the facility work order portal system and collaborate with the Facilities Manager to ensure work orders are completed.

• As Agency’s Mobile Device Administrator , provide overall management and system administration of the agency’s cell phone environment.

• As Agency’s Fleet Administrator , responsible for implementation and execution of all fleet support needs, including vehicle maintenance and repairs records, GPS system, all certifications, titles and registrations. Additionally, this position serves as the point of contact for all day-to-day fleet-related needs, providing administrative and support to the organization.

• Serve in the absence of the Senior Executive Associate when needed.

Provides the following support functions:

• Assists Executives and Directors with their schedules, written reports, correspondence and communications.
• Assists with meeting and event preparation.
• Serves on the Staff Appreciation Committee to assist with agency-wide staff events.
• Attends meetings and events (as required), including agency-wide meetings and events.
• Takes meeting minutes (as required).
• Has working knowledge of legal document processing relative to agency business.
• Organizes, maintains, and develops processes for the tracking and filing of both printed and electronic files on shared drives, intranet, and portal systems.
• Assists with completion, execution, filing, and distribution of contracts, MOUs, applications, reports, and facilities documents.
• Processes purchase orders and payment of invoices.
• Understands and applies agency policies, procedures, and structure.
• Performs work of a confidential nature.
• Proficient in the operation of office equipment.
• Provides Notary service.
• Does related work as required by the Executive Leadership.

Additional duties as assigned and may include:

• Duties as outlined for the Office Manager.
• Reception coverage.
• Supervision of one or more clerical staff members.

PQI Functions:

• Ensure and monitor the consistent collection of data by direct reports
• Identify patterns and trends of administrative or program services whichever is appropriate
• Compare data outcomes against established agency benchmarks
• Develop and implement improvement plans as needed, eliminating any identified problems
• Use results of data to inform decision making

COMPETENCIES

• Excellent verbal and written skills and has specific knowledge of proper grammar, punctuation, and spelling.
• Efficient typing skills and accomplished in utilizing Microsoft Word, Excel, Power point, and Outlook programs.
• Excellent technological skills, with the ability to learn and navigate current and new portal systems.
• Able to effectively handle multiple tasks simultaneously and differentiations in workflow.
• Organizational skills and ability to prioritize are essential.
• Resourceful and adaptable to handle tasks ranging from the mundane to more complex on a daily basis.
• Ethical Conduct
• Discretion regarding confidential matter
• Excellent interpersonal skills
• Flexibility with work schedule
• Initiative
• Time Management
• Ability to lead, guide and train staff

QUALIFICATIONS

• Bachelor’s Degree or higher preferred. Minimum of 5 years related experience preferred.
• Significant experience in office/clerical/business/customer service arena.
• Excellent oral and written communication and computer skills. The candidate must have the ability to use computer programs and portal systems.
• Must possess friendly effective communication skills with clients, staff, and the general public.
• Knowledge of basic math and the ability to do increasingly complex written reports are required.
• The candidate will have high levels of customer service skills and have significant interaction with diverse ‘audiences’ on a daily basis.
• Cultural competence strongly encouraged; bi-lingual ability a plus (Spanish/English). Must value the differences and integration of cultural attitudes, beliefs, and practices into programming.
• Not-for-profit experience a plus.
• Qualifying criminal background.

EMPLOYEE BENEFITS

Catholic Charities offers access to a comprehensive array of benefits, including:

For Good Health: Medical, Prescription, Dental and Vision insurance

For a Secure Future: Employer paid Life, AD&D and Long-term disability insurance and voluntary options

For Retirement: 403(b) Plan, with employer matching contributions for eligible employees

For Career Advancement: Training and development opportunities

For Work Life Balance: Generous paid time off; including vacation and sick time.

Employee Assistance Program (EAP) - Free and confidential counseling

Catholic Charities Inc., Archdiocese of Hartford is in compliance with all applicable discrimination laws. All hiring, promoting, and transferring is done on a non-discriminatory basis without regard to membership in any protected class. EEO/ AA/ M-F/ VET/ DISABLED .

Monday to Friday; 9:00 a.m. to 5:00 p.m.; 35 hours per week