Senior Executive Assistant

Administrative Support Position

Candidates must submit a cover letter to be considered for this position.

We Offer Excellent Benefits:

• Free Employee Medical Insurance
• Free Employee Dental Insurance
• Free Employee Vision Insurance
• Sick leave (8 hours per month)
• Vacation (Minimum of 2 weeks paid vacation)
• Discounted health memberships
• Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
• Free Long-Term Disability Insurance
• Free Life Insurance
• 13 Paid Holidays

Mission of Catholic Charities

Feed the hungry, heal the hurting, welcome the stranger.

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

This position provides high-level administrative support for senior management, acting as a crucial partner in operational efficiency. Key responsibilities include complex project and meeting coordination, calendar management, travel coordination, communication screening, and document preparation. This position requires exceptional ethical discretion/confidentiality, proactive-problem-solving, advanced critical thinking skills and ability to manage multiple variables, workflows and prioritize executive tasks with a high level of proficiency.

Job Duties/Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties/responsibilities listed below. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential duties/responsibilities of this job.

1. Calendar & Email Management: Coordinating complex meetings, managing professional/personal calendars, and handling inbox prioritization and communication to ensure timely responses with 24-48 business hours.
2. Strategic Gatekeeping: Acting as a liaison between the executive management and staff, stakeholders, and clients.
3. Document Preparation: Creating reports, drafting memos, and putting together PowerPoint presentations and spreadsheets.
4. Meeting Preparation, technology coordination and post-meeting workflow coordination: Preparing relevant information for meetings; coordinating calendaring for impacted parties; supporting the use of technology during meetings; note-taking and providing outputs of actions post-meetings; tracking deadlines associated output; coordinating meal ordering and delivery, as needed.
5. Communication & Liaison: exceptional customer service skills; screening calls, acting as a liaison between the executive and stakeholders/employees, drafting correspondence and triaging/ referring to relevant resources and departments.
6. Administrative Support: Handling expense reports, organizing files, ordering supplies, and taking meeting minutes.
7. Travel & Logistics: Booking flights, accommodation, transportation, and planning itineraries
8. Special Projects: Overseeing specific initiatives or operational projects; conducting research and providing project management for special projects as assigned. Examples include:

• Support aspects of administrative grant oversite, including and not limited to: reviewing the integration of contractual obligations, funding workflows and other grant-specific administrative tasks as assigned.
• Audit service delivery interventions for alignment and incorporation of Continuous Quality Improvement measures.

• General office management:

• Mail, pick up, sorting, metering, and staging outgoing mail.
• Assist with job references for open positions.
• Assist with Anniversary and Birthday recognition.
• Maintain inventory and order/purchase office supplies; arrange for equipment maintenance; process work orders for facilities repairs/needs.
• Ability to flex schedule around critical deadlines and events required.
• Order Business cards/name badges.
• Manage vendor relationships/contracts
• Maintain organization/cleanliness of storage and file rooms.
• Prepare reimbursement paperwork, codes. Processes check requests/invoices.
• Oversee assigned MS Suite functions, on-line organizational filing systems, etc.
• Compile statistical program and other report information for Housing Leadership Team, board meetings, funders, etc., as needed.

• Database & Operating Systems: demonstrated proficiency in systems, including but not limited to: Microsoft Office 365 Suite, Salesforce and HMIS

• Reviews, updates, and produces reports and presentation materials from variety of agency databases and software platforms to perform job functions.

• Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW/CHV client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

• Demonstrated exceptional integrity and discretion in handling sensitive company information.

• Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.

• Excellent written and verbal communication skills.

• As a mandated reporter, follows all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.
• Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
• Performs as a team member to ensure that productivity outcome measures are achieved.
• Performs related functions necessary to support the mission and core values of Catholic Charities.

Job Qualifications

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job.

Education/Experience: to perform this job successfully, an individual must have Four (4) years technical education (computers, office administration or related) or equivalent required; Five (5) years' experience in supporting upper/ executive management. Previous work experience for a non-profit organization is preferred.

• High proficiency in Microsoft Office Suiteincluding Exceland other project management tools.
• Exceptional multitasking skills and the ability to work in a fast-paced environment with multiple competing priorities.

Certificates/Licenses: To perform this job successfully, an individual must have a valid Driver's License and ability to drive for work use. Successfully pass background check applicable to position.

Physical Abilities: To perform this job successfully, an individual must be able to:

• Regularly sit, stand, climb, walk, hear/listen, talk
• Frequently lift up to 20 pounds, pull/push, carry, grasp, reach
• Occasionally crawl, stoop, kneel
• Clearly see 20+ feet, with or without corrective lenses, ability to focus

Mental & Other Skills/Abilities: To perform this job successfully, an individual must have the:

• Adaptability : ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
• Analytical Ability : ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
• Attendance : ability to consistently arrive and be able to work as scheduled.
• Computer/Technical Ability : working knowledge of: Word Processing software, Spreadsheet software, Internet software, Database software. Type 65 words per minute. Transcription skills.
• Dependability : ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
• Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population's culture and socioeconomic characteristics.
• Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning