Executive Assistant (Temporary - Up To 6 Months)

POSITION SUMMARY

The Executive Assistant provides high-level strategic and administrative support to the CEO and C-Team, serving as a trusted partner in managing executive operations, priorities, and communications. This role is responsible for coordinating the day-to-day activities of the Executive Office, ensuring efficient calendar management, meeting coordination, travel arrangements, correspondence, and special projects.

The position serves as a key liaison among executive leadership, the Board of Directors, employees, donors, community stakeholders, and external organizations. Responsibilities include supporting board governance activities, preparing board materials and meeting minutes, managing executive communications, coordinating events, maintaining confidential records, and overseeing executive office administration.

The Executive Assistant exercises sound judgment, discretion, and initiative while working independently in a fast-paced environment. The role requires exceptional organizational, communication, and relationship-building skills, with the ability to anticipate executive needs, manage multiple priorities, and uphold the highest standards of professionalism and confidentiality.

Key Areas of Responsibility:

• Executive and administrative support to senior leadership
• Board and governance administration
• Calendar, travel, and meeting management
• Executive communications and correspondence
• Event planning and coordination
• Presentation and report preparation
• Records management and compliance support
• Stakeholder engagement and relationship management
• Special projects, research, and data analysis

This role is critical to ensuring the effectiveness, efficiency, and professionalism of the Executive Office and contributes directly to organizational success through proactive support and coordination across the agency.

• Be an active member of the Leadership Team; meetings, trainings and quarterly

review/dashboards.

• • Provide Notary services for the agency and staff as requested
• • Interacts with members of the Leadership Team/direct reports to the CEO, COO and Board of

Directors.

• Interacts regularly with staff members, Board members, donors, CCUSA Staff, CC-CA Staff, Diocese

Staff, Charities Housing Staff, and other key stakeholders.

• • Interacts with external agencies and city, state and national figures on a regular basis.
• • Collaborates with Development/Communications department to respond to outside requests.
• • Collaborates with Development/Communications in the agency's use of social media (e.g.,

Facebook, blogs, YouTube, etc.)

• Updates information for outside agencies and directories
• • Updates agency information for special directories and other sources as requested
• • Updates and stores agency historical pieces, files and documents.

QUALIFICATIONS

Education:

AA degree or higher

Computer literate in Windows environment, especially Word, Excel, PowerPoint and Access Word processing, minimum 55 wpm.

Experience:

Minimum 3-5 years administrative experience.

Required knowledge, skills & abilities:

Outstanding organizational skills; extremely detail oriented; self-directed. Excellent interpersonal and communication skills; strong writing capability.

Ability to establish and maintain good working relationships in team-oriented environment. Welcoming and friendly demeanor; appreciative of all cultures and beliefs.

Ability to maintain strict confidentiality and exercise good judgment. Ability to manage multiple tasks in a fast-paced office environment.

Working knowledge of Roman Catholic "culture" and structure highly desirable.

Physical Requirements:

Able to perform routine office functions including copying, picking up food from local restaurants, lifting of chairs, moving of rolling tables and assistance with set-up/cleanup for special agency events.

Working Conditions:

Private office adjacent to CEO office; friendly, values-oriented environment.

Hours and other conditions:

Generally 8:30 am-5:00 or 5:30; flexible on lunch arrangements.