Executive Assistant- St. Vincent de Paul

• GENERAL SUMMARY:
This position is responsible for providing high-level administrative support to the administrative staff of SVDP, including dedicated support to the President/CEO of St. Vincent de Paul of Baton Rouge. The Executive Assistant provides a welcoming presence to telephone and in-person contacts and serves as the primary point of contact for internal and external constituencies on matters pertaining to the President/CEO’s office. The role requires exercising judgment, maintaining confidentiality, and representing the organization professionally while supporting the mission and serving our guests with compassion and dignity.

• MINIMUM QUALIFICATIONS:
A. Education, Experience & Certifications:
• Associates degree preferred; equivalent experience considered
• Minimum of three to five years of experience as an executive assistant or in a similar administrative role
• Experience working in nonprofit organizations preferred
• Proficiency with Microsoft Office Suite (Work, Excel, PowerPoint, Outlook), Google Suite (Gmail, Google Docs, Google Sheets, Calendar)
• Experience with database management and electronic filing systems
• Valid driver’s license with clean driving record

B. Other Qualifications:
• Exceptional organizational skills with strong attention to detail
• Excellent written and verbal communication skills
• Ability to maintain strict confidentiality regarding sensitive information
• Strong interpersonal skills and ability to interact professionally with diverse constituencies
• Demonstrated ability to work independently, prioritize effectively, and manage multiple tasks
• Problem-solving skills and ability to take initiative
• Flexibility to adapt to changing priorities and deadlines
• Commitment to the mission and values of St. Vincent de Paul and the Catholic Social Teachings
• Professional demeanor and appearance

C. Physical Demands:
• Primarily sedentary work with extended period of computer use
• Ability to sit for prolonged periods
• Occasional lifting of materials up to 15 pounds
• Visual acuity to review detailed documents and information
• Manual dexterity for typing and operating office equipment

D. Working Environment:
• Professional office environment
• Occasional evening and weekend work may be required for special events or meetings
• May require local travel to attend meetings or events
• Fast-paced environment with occasional high-pressure situations


• ESSENTIAL JOB DUTIES/PERFORMANCE STANDARDS:
• Screen and prioritize phone calls, emails, and visitors, responding or redirecting as appropriate
• Manage the President/CEO’s calendar, including scheduling appointments, meetings, and travel arrangements
• Answer phone calls for community members in need of assistance, providing resources and contacts
• Prepare correspondence, reports, presentations, and other documents with minimal direction
• Coordinate and prepare materials for Board of Directors meetings, executive team meetings and other leadership gatherings, including attendance at event meeting monthly.
• Take, transcribe, and distribute meeting minutes as needed
• Maintain confidential files and records in organized, accessible systems.
• Serve as liaison between the President/CEO and internal departments, external organizations and community partners
• Coordinate special projects and events as assigned by the President/CEO
• Organize and maintain office supply inventory
• Maintain a log/database of community members who call in for assistance
• Process Administration mail, distribute mail to correct staff member
• Other duties as assigned