What are the responsibilities and job description for the Executive Assistant-Mission Support position at Catholic Charities of the Archdiocese of Chicago?
The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to their assigned officer(s). The Executive Assistant also serve as a liaison to all internal and external parties and board committees and task forces; supports executive outreach, scheduling, and administrative functions; and coordinates special projects.
Duties and Responsibilities:
- Provides sophisticated calendar management and prioritizes inquiries and requests while troubleshooting scheduling conflicts; makes judgments and recommendations to ensure smooth day-to-day operations.
- Completes a broad variety of administrative tasks, including but not limited to collecting and preparing information for meetings; composing and preparing correspondence; making travel arrangements; supporting the design and production of documents, reports, and presentations; and completing expense reports.
- Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive and/or confidential nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect officer's style and organizational practice.
- Builds relationships crucial to the success of the organization and cultivates relationships. Serve as the primary point of contact for internal and external constituencies on all matters including those of confidential or critical nature. Provide a bridge for smooth communication, demonstrates leadership, competence, and integrity to cultivate credibility, trust, and support.
- Works closely and effectively with the officer(s) to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place and keeping their supervisor updated. Anticipate their supervisor's needs in advance of meetings, conferences, etc.
- Coordinates strategic initiatives and projects in support of Catholic Charities of Chicago's programs. Manages projects expeditiously, proactively, and with intentionality. Follows through to successful completion, often with deadline pressures.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence and other aspects that facilitate the officer's ability to effectively lead. Edit and complete first drafts for written communications to external stakeholders.
- Schedules meetings and off sites; assist in coordinating the agenda for program leadership team meetings and offsites; take notes and provide re-cap of action items, as deemed necessary.
- Works independently and consistently exercises discretion and sound judgement in managing high-priority projects to build and improve operations, systems and processes, in partnership with key internal stakeholders across service areas and support systems.
- May be required to work outside of regularly scheduled work hours, as needed.
Education and Experience Requirements:
Preferred Education: Bachelor's Degree
Minimum Education: High School Diploma or equivalent
Preferred Experience:
4 years or work-related experience
Advanced Microsoft Office Skills with Word, Excel, Outlook, and PowerPoint
Minimum Experience:
2 years of work-related experience
Mission-driven, results-oriented, and ambitious.
Excellent communication, writing and administrative skills; demonstrated ability to design and edit presentations and materials.
Excellent communication, writing and administrative skills; demonstrated ability to design and edit presentations and materials.
Proven ability to work independently on projects, from conception to completion, and to work at times under pressure and with little guidance.
Demonstrated ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround, and to adapt to various competing demands.
Strong interpersonal skills and emotional maturity; actively builds relationships with internal and external stakeholders.
Proven ability to handle confidential information with integrity and discretion.
Forward-facing thinker, servant leader, and highly resourceful team player who seeks opportunities and proposes solutions
Proficient in Microsoft Office Suite
Physical Requirements
X Kneel and move from sitting, bending, kneeling, or standing multiple times a day.
X Push and pull objects up to 25 pounds.
X Climb up and down 4 flights of stairs.
X Lift up to 25 pounds.
Program & Organizational Requirements
X Background check
X May be required to work outside of regularly scheduled work hours, as needed.
DMV check
Drug Testing
Fingerprinting
Compensation: $80,000-$85,000 / year
Salary : $80,000 - $85,000
