Job Description

Description:

Are you looking to make a real difference in the lives of others? Join the Catholic Charities team! For the last 100 years, we have had the distinct honor to provide help and hope for those in need. At Catholic Charities, our mission is to empower individuals and strengthen families. We do this through our vital programs including a food pantry, counseling services, emergency family shelter, domestic violence and sexual assault programming. We care for the dignity of the person, regardless of background and strive to provide unparalleled support for those in need.



The Executive Administrative Specialist provides high-level administrative support to the Executive Director through effective planning, coordination, and correspondence. This role serves as the primary liaison for the Board of Directors and Board Committees including meeting facilitation, report preparation, documentation, and governance activities. In addition, this position assists with office reception and various administrative projects in support of the leadership team. The Executive Administrative Specialist is a mission-driven professional, able to maintain discretion in responding to sensitive and confidential information, in support of the mission, vision, and strategic plan of Catholic Charities and its stakeholders.

We Offer

Competitive pay 35-hour workweek Generous vacation and sick pay 14 paid holidays Paid Parental Leave Tuition Reimbursement Comprehensive benefits including Medical, Dental, Vision, and Flex Spending Plans Employer-paid Life Insurance and Long-Term Disability Insurance 403(b) retirement plan with employer matching A supportive and uplifting working environment

Key Responsibilities

Provide support and assistance to the Executive Director by managing correspondence, calendars, coordinating projects, preparing and distributing reports, arranging meetings and travel, sending communications on behalf of the Executive Director, and ensuring the timely flow of information to internal and external stakeholders. Serve as the primary contact for the Board of Directors and its committees, maintaining regular communication and facilitating all aspects of board operations. Coordinate meeting logistics, preparation and distribution of board materials, updating the board portal, and handling technical and room setup. Attend board meetings, recording and distributing accurate minutes, and providing support to the Executive Director on board-related matters. Maintain up-to-date records of board membership, terms, conflicts of interest, and other commitments; oversee new member orientation and document access; and manage recognition activities for departing members, including gifts and recognition materials. Maintain the board manual. Coordinate Finance and Executive Committee meetings, including scheduling, preparing agendas and meeting materials, attending and recording meeting minutes, and related tasks. Coordinate internal recurring meetings, including monthly All Staff, Cabinet, Leadership Council and Leadership Academy meetings, and other staff gatherings. Prepare draft agendas, manage calendar invites, and coordinate Zoom conferencing. Prepare and distribute activity and reflection schedules for recurring meetings as needed. Respond to a broad variety of requests and matters using sound judgment and discretion, bringing critical matters to the Executive Director. Handle confidential information with the utmost integrity. Prepare and review documents and reports. Proofread materials, ensuring documents for signature are complete, accurate, and timely. Assist with daily office operations, including ensuring a tidy and efficient office environment. Assist with meeting preparation, including technology and room setup, mail distribution, and monitoring office supplies. Act as backup for office reception during identified breaks and absences, greeting visitors, answering phone calls, and directing callers and visitors in a helpful manner. Assist with counseling program intake, scheduling, recordkeeping, and fee collection as needed. Coordinate schedules to ensure daily reception coverage. Provide administrative support for financial activities. Coordinate approval of financial transactions, including invoices, check requests, expense reports, and credit card statements. Document in-kind contributions. Coordinate cash and grant deposits with the finance department. Track reimbursable grant expenditures for completion. Retain documentation. Provide administrative support for development activities related to donor identification and stewardship. Prepare donor mailings, including mail merging, folding letters, and stuffing envelopes. File, retain, and retrieve corporate and organization documents, records, and reports.

Requirements:
Associate's degree; 5+ years related job experience in an Executive Assistant, Administrative Assistant, or Office Manager role; or equivalent combination of education and experience. Exceptional verbal and written communication skills. Ability to respond professionally to leaders, board members, clergy, clients, regulatory agencies, and members of the community. Excellent organizational skills with the ability to anticipate needs and prioritize effectively. Demonstrated ability to keep leaders organized, informed, and operating at their highest level. Advanced proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook. Demonstrated excellence in crafting professional business correspondence, reports, and presentations. Ability to effectively create and maintain detailed Excel spreadsheets and impactful PowerPoint presentations. Ability to record accurate meeting minutes and ensure timely follow-up on action items. Ability to strongly represent and support all programs, maintaining a high level of knowledge and familiarity with Catholic Charities programs, policies and procedures. Comfortability with assisting counseling clients and processing clinical appointments and records in Electronic Health Record (EHR) systems. Collaborative and proactive team player with a willingness to support others as needed. * Experience in finance, accounting, or bookkeeping is a plus.