Executive Assistant

Executive Assistant

Helping our community's most vulnerable with solutions that permanently improve lives

The Executive Assistant will provide high-level support to the CEO, Board of Directors and Executive Team. Acting with little supervision, anticipating needs while managing the day-to-day workflow and prioritizing various projects. These include scheduling, contact management, preparing materials for meetings, participating in a wide range of special projects. The Executive Assistant will perform, coordinate, and oversee a wide range of administrative duties while providing an extensive level of support that will enable the CEO and Executive Team to work more efficiently and effectively towards reaching the organization's goals.

Essential Duties:

1. Maintain the CEO and Executives schedule including day-to-day and long-term management of meetings, projects and priorities.
2. Schedule and confirm all meetings and travel, including prioritizing meetings and communicating all relevant details to participants.
3. Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
4. Ensure CEO and Executive Team are prepared for upcoming appointments by gathering materials necessary for each meeting/commitment.
5. Work with internal and external stakeholders to collect and assemble information on presentations, projects and strategic planning.
6. Works closely with the Board of Directors and Committees, Young Professionals Board, Directors Emeritus, and Diocese of Phoenix on behalf of CEO and Agency.
7. Serve as the first point of contact for a wide variety of relationships between CEO and external contacts.
8. Draft and edit correspondences, articles, reports and presentations; transcribe meeting notes/minutes.
9. Coordinate and manage special projects, including working collaboratively with staff to ensure projects meet deadlines.
10. Handle phone, email, and postal inquiries and respond appropriately.
11. Prepare expense reports and other expenditures for CEO and Executive Team.
12. Take on tasks to support the work of Catholic Charities Community Services programs, operations and overall mission.
13. Perform as custodian of corporate documents and records for historical purposes and make them readily available as needed.
14. Compiles materials for reports and questionnaires, ensuring complete inclusion of materials for CCUSA and COA assigned tasks.
15. Arranges facilities for all CEO and Executive hosted meetings, assures proper meeting environment, refreshments and availability of materials.
16. Works with Corporate Secretary to delineate a segregation of duties in support of the Governing Board.
17. Coordinates with team members to prepare for tabling events and assists with collateral materials and supplies needed.
18. Plans, promotes, and implements Event Planning that will increase donor engagement, includes logistics, vendors, tracking ticket sales and in-kind donations.
19. Learn to utilize AI tools to help automate routine tasks, support data management, and improve workflow productivity and efficiency.
20. Serves as an agency representative at community networking functions when needed.
21. Provide reception back-up as needed.
22. Promote ongoing commitment to excellence and continual quality improvement to ensure the highest quality of services to our staff and clients.
23. Performs other duties as assigned.

Job Requirements:

1. Education /Background: High School Diploma or Equivalent with a minimum of 4 years progressive experience. Must have experience working with top professionals in an organization.
2. Job Knowledge: Must have thorough knowledge of administrative and clerical procedures and techniques. Must be able to communicate effectively with a wide variety of people (both verbal and written). Must be able to anticipate or recognize issues or problems and proactively resolve them. Must be able to work with frequent interruptions and with multiple timelines for task completion. Must be sensitive to cultural differences within the agency and community. Fluent in Microsoft Office Applications (Excel, Word & Outlook).
3. Working Conditions/Physical Demands: Must be able to work in a fast-paced environment with moderate interruptions. Must be able to stoop, bend, squat, and ambulate over uneven floor surfaces including stairs and steps. Primarily office work, travel within area on a frequent basis, travel to other areas of state as needed. Evening and weekend hours required as needed. Must be able to visually and auditory assess and interact with clients to ensure their safety and wellbeing. May lift up to 25 pounds. Position is located on 19th Avenue and Camelback in an office at an affordable apartment complex. Primarily working solitarily in office unless requested to attend an event.
4. Other requirements:
1. Valid AZ driver's license, reliable transportation and ability to show proof of registration/insurance.
2. You must be 21 years of age or older to drive on behalf of Catholic Charities.
3. Level One Fingerprint clearance or ability to obtain fingerprint clearance; must maintain clearance.

Offering AMAZING benefits: Medical, Dental, Vision, Basic Life, Short-Term Disability, Vacation, Sick Time, 13 Paid Holidays, Flexible Spending Account (FSA), 403(b) + match, EAP and Pension Plan

Starting Pay is $22.00/hr and may increase with additional qualifications and experience.

We Value Diversity!

EEO

Guiding Principles:

Respect

Integrity

Accountability

Commitment

Quality