Senior Executive Assistant

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. 
   1. Prepare, type, proofread and make copies of variety of items including proposals, contracts, reports, agendas, minutes, and other documents.
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. 
   1. Develop marketing flyers, resident handouts, and digital materials to support leasing efforts and resident communication.
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:
   1. 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.  
   2. Audit service delivery interventions for alignment and incorporation of Continuous Quality Improvement measures.
9. General office management:
   1. Mail, pick up, sorting, metering, and staging outgoing mail.
   2. Assist with job references for open positions.
   3. Assist with Anniversar