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TITLE: Executive Assistant
DEPARTMENT: Catholic Social Services Center
SUPERVISED BY: Executive Director (ED)
STATUS: Full-time / hourly / non-exempt
UPDATED: 3/2019
Job Summary: This position is responsible for administering the activities and functions
necessary for the efficient operation of the agencys Executive Director.
QUALIFICATIONS:
Competencies: Experience working with high-level executives; will be proactive in
anticipating the needs of the Executive Director; and will bring a high degree of
professionalism, flexibility and responsiveness to the position. Must have the ability to
efficiently handle multiple, simultaneous, and complex tasks and projects in a fast-paced
environment. Understand and connect with the mission of Catholic Social Services.
Education/Experience: High School diploma or GED. 1-year experience in
administrative support.
Skills: Ability to communicate clearly both verbally and in writing. Must have excellent
computer skills (Window: calendaring in MS Outlook, correspondence working with MS
Word, spreadsheet work in MS Excel, presentations in PowerPoint); experience with the
internet and databases.
Administrative & Support:
1. Support Executive Director:
o Manage the EDs schedule, travel and logistics;
o Coordinate the flow of communication between internal and external
stakeholders and the ED;
o Provides time management support for the ED and proactively manages
the calendar including;
Screening requests
Assisting with the setting of priorities
Assuring necessary materials are available to the ED to meet
assignments and responsibilities
Tracks tasks assigned to the ED to ensure timely completion.
o Tracks and generates all correspondence on behalf of the ED.
o Proofread and edit correspondence and articles written by ED
2. Board Liaison
o Serves as a liaison with the Board of Directors, providing a single point of
contact for general communications, scheduling, travel, reimbursement
o Oversees logistics and support for meeting and activities involving the ED
and Board of Directors, which includes, but is not limited to ensuring the
adequate technology, refreshments, table tents, and nametags are
available.
3. Performs general clerical duties for ED, but not limited to:
o Answering phones
o Filing
o Mailings
o Record retention
o Drafting routine correspondence
o Reconciling expenses and invoices
o Basic billing procedures
o Taking minutes and reporting out
o Serve as administrative contact for some services, including bank, IT, etc.
o Basic data entry and reporting
4. Acts as a member of the Operations Team, and coordinates with
administrative staff to ensure adequate back up and coverage for the EDs
office.
5. Provides support to Executive Leadership Team as assigned and needed
6. Assists Development team with event logistics setup
7. Provide orientation tour to new hires every month
8. Project management of assigned projects including:
o Collect, store and update various forms of data
o Wellness initiatives and committee
o Campaign Coordinator for United Way Campaign
Communication & Relationships:
1. Serves as the primary contact for internal and external constituents on all matters
pertaining to the ED.
2. Manages compilation, production and delivery of all Agency Board and
committee meeting materials and minutes as part of a team.
3. Provides assistance and represents the ED as appropriate in communicating with
internal and external constituents.
4. Independently researches, prioritizes, and follows up on multiple incoming issues
and concerns addressed to the ED, including those of a sensitive and/or
confidential nature; determines appropriate course of action, referral, and/or
response.
5. Maintains confidentiality of spoken and written information at all times.
6. Manages a variety of special projects for the ED including, but not limited to
special events, tours, and compiling reports.
7. Serves on short and long-term work groups as needed and supports other
committees as directed.
8. Perform other duties as assigned
Physical Requirements: Ability to lift 20 pounds.
Training Requirements: Attend Agency and department orientation. Attend all staff meeting
and training as required.
The above statements are intended to describe the general nature and level of work being
performed by people assigned to this classification. They are not to be construed as an exhaustive
list of all responsibilities, duties, and skills required of personnel so classified. All personnel may
be required to perform duties outside of their normal responsibilities as needed.
