Executive Assistant

at  Catholic Charities Diocese

POSITION TITLE: Executive Assistant
DEPARTMENT: Administration
REPORTS TO: Chief Executive Officer
FLSA STATUS: Exempt
TIME COMMITMENT: Full-time (40+ hours/ week) Occasional travel, some weekend and evening work

QUALIFICATIONS:

• Minimum of three years of experience assisting at the senior leadership level in a fast-paced environment; nonprofit experience is preferred.
• Experience interfacing with a large and active Board of Directors.
• Highly organized, analytical thinker. Exercises good judgement.
• Easily adapts to change and is able to flex to shifting priorities.
• Event planning experience preferred.
• High level of integrity and discretion in handling confidential information.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat Pro, and ability to quickly learn and navigate the existing virtual systems and environment.

REQUIRED SKILLS/ABILITIES:

• Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert level written and verbal communication skills. Meticulous writing and editing skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Professional maturity.
• Highly resourceful team player who can also work independently.
• Proven ability to handle confidential information with discretion
• Able to adapt to various competing demands and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker who actively seeks opportunities and proposes solutions.

CERTIFICATES, LICENSES, AND REGISTRATIONS:

Valid California Driver’s License and current automobile insurance in compliance with Agency requirements. This position is subject to background checks, including FBI, Department of Justice, and those required by Federal contracts.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• This person must be able to remain in a stationary position 50-75% of the time.
• The person in this position needs to be able to move about inside the office to access file cabinets, office machinery, etc.
• The person in this position frequently communicates with Leadership, Staff, and the Public. Must be able to exchange accurate information in these situations.
• Constantly operates a computer and other office machinery.
• Weights of up to 25 pounds are occasionally lifted (carrying devices provided).

The statements herein are intended to describe the general nature and level of work being performed by the employee assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of incumbents.
WORK ENVIRONMENT: The noise level in the work environment is usually moderate.
CCDSD reserves the right to revise job descriptions as the need arises. This job description does not constitute a written or implied contract of employment.

OTHER RESPONSIBILITIES

• Maintain accurate and timely progress notes on all team members/partners/donors/board members as they relate to the office of CEO and BOD in the account management tool and other instruments, as necessary.
• Manage projects and special assignments and other duties as assigned.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• This person must be able to remain in a stationary position 50-75% of the time.
• The person in this position needs to be able to move about inside the office to access file cabinets, office machinery, etc.
• The person in this position frequently communicates with Leadership, Staff, and the Public. Must be able to exchange accurate information in these situations.
• Constantly operates a computer and other office machinery.
• Weights of up to 25 pounds are occasionally lifted (carrying devices provided)