Executive Assistant and East Region Office Coordinator

Executive Administrative Assistant

Provides executive-level administrative, secretarial, and project support to the Chief Executive Officer (CEO) and, as assigned by the CEO, other members of the executive team. Serves as the primary liaison between the CEO and the Board of Directors, providing administrative support to the Board, as needed. Serves as the Agency's Office Coordinator at the Noll Center, including supervision of the Catholic Charities Front Desk reception.

Essential Duties/Responsibilities:

• Represents the Office of the CEO and Catholic Charities with the highest level of professionalism and integrity; faithfully supports the Catholic identity and values of the organization; maintains strict confidentiality and sound ethical judgment in all communications and decisions.
• Anticipates the CEO's professional needs, including scheduling, calendar management, and upcoming events, and plans proactively to enable the CEO to focus on strategic leadership responsibilities.
• Performs administrative functions including preparing executive correspondence, greeting visitors, coordinating virtual meetings and calls, scheduling meetings for the CEO and designated staff, prioritizing and flagging critical CEO emails for follow-up, and managing travel itineraries as needed.
• Exercises sound judgment, discretion, and resourcefulness in responding to telephone calls and information requests directed to the CEO, determining appropriate access, response, or redirection.
• Provides high-quality administrative support to the Board of Directors, including coordinating intake documentation and onboarding processes for newly approved board members; ensures required documents are updated annually and maintained in each board member's confidential file.
• Attends quarterly and annual board meetings, records and prepares meeting minutes, obtains the Board Secretary's signature on approved minutes, and maintains the board portal.
• Supervises Catholic Charities' front desk reception staff, ensuring a high level of client service, managing the staffing schedule, and providing backup support, as needed.
• Serves as the agency coordinator for office-related work order needs, including furniture repairs and facility maintenance in collaboration with the Diocese.
• Serves as Chair of the Hospitality Committee, overseeing year-round employee wellness activities and All-Staff meeting logistics and activities.
• Coordinates and ensures necessary arrangements are made in support of meetings and staff training events; attends meetings and prepares minutes as needed.
• Maintains a high level of productivity while ensuring quality and accuracy.
• Opens, sorts, and distributes the CEO's mail and correspondence.
• Maintains CC Office emails and follows up with appropriate staff, as needed, to responds in a timely manner.
• Serves as a member of the leadership and executive leadership teams, supports a positive team and agency culture, and maintains the flow of information as directed by the CEO.
• Prepares and maintains minutes for leadership and executive leadership team meetings.
• Prepares internal and external organizational documents and establishes effective systems for filing and retrieving corporate records.
• Completes administrative documentation and submits information as appropriate, ensures compliance with documentation requirements, and prepares reports as needed.
• Maintains schedules and oversees use of the Hope meeting room in Fort Wayne.
• Provides word processing and transcription support for correspondence, letters, memoranda, proposals, detailed reports, and billing documents; demonstrates strong proficiency in advanced word processing functions.
• Operates standard and automated office equipment, including computers, internet-based systems, transcription equipment, fax, photocopy, and postage machines.
• Assists with special projects assigned.

Conditions of Employment:

• Valid driver's license with a clean driving record.
• Reliable personal vehicle with liability insurance coverage
• Proficiency in internet, word processing, spreadsheet, and email applications, preferably Microsoft Office.

Minimum Job Requirements:

• High school diploma or equivalent required, along with at least three years of executive-level administrative assistant or paralegal experience; an associate degree in business or office administration is preferred.
• Demonstrated proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Exceptional written and verbal communication skills, with strong attention to detail.
• Typing speed of at least 60 words per minute.
• Demonstrated ability to build rapport and provide excellent relationship management and customer service.
• Self-motivated professional with sound conflict management skills and a strong commitment to results.
• Ability to manage interruptions effectively and balance multiple priorities in a fast-paced environment.
• Direct and effective communicator with a flexible schedule to work overtime when needed and travel as necessary.

Physical Requirements:

In accordance with the Americans with Disabilities Act, the general aptitudes and physical requirements necessary to perform this position are identified above. Individuals in this position must be able to perform all essential job functions with or without reasonable accommodation.

Prior to Hire Requirements

Candidates must be willing to complete the following prior to hire:

• Physical examination
• Drug screening and Mantoux testing
• Local and federal criminal background checks
• Child welfare registry screening

Post Hire Requirements:

• Submit to driving record checks, drug testing, and/or criminal history checks as required.
• Participate in meetings, activities, in-services, committees, and trainings as required by the agency.
• Comply with the agency's mission, code of ethics, and policies and procedures, including confidentiality requirements; demonstrate respect for Catholic social teaching and tradition; and adhere to COA accreditation standards and all applicable funding, program, legal, regulatory, and licensing requirements.

Disclaimer:

• Marginal functions incidental to the performance of essential job duties have been excluded from this description.
• This job description does not imply that it includes every duty to be performed by the employee in this position. Employees may be required to perform other job-related duties as assigned.
• Nothing in this job description restricts the agency's right to assign or reassign duties and responsibilities at any time.

Catholic Charities Fort Wayne-South Bend