Job Description

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

SALARY: $64,480

DATE: October 31, 2022

POSITION DESCRIPTION: Executive Assistant is responsible for managing the activities of the Chief Executive Officer (CEO) and the Catholic Charities Diocese of San Diego (CCDSD) Board of Directors. In collaboration with the CEO, the Executive Assistant ensures consistent and timely communications with the Board of Directors (BOD) and the CCDSD Leadership Team in a competent manner, ensuring confidentiality and professionalism in dealing with all internal and external constituents.

We are seeking candidates with the following traits:

• The ability to use good judgment, make quick independent decisions, and make timely communications.
• Prioritization and management of multiple responsibilities simultaneously.
• Steady competence and focus when facing rapid rates of changing demands.
• Passion for maintaining a high bar for quality with a critical eye for detail.
• Effective collaboration and influence with stakeholders from a variety of functions and businesses at every level.
• Maintain a very high standard of confidentiality on all matters related to the Office of the CEO or CCDSD, including communications with individuals within or outside CCDSD.

AGENCY CULTURE:

The business and social environment in which our Agency operates is continuously changing. To thrive, we much incorporate new ways of thinking and embrace new practices. As part of this cultural change process, it is critical that all employees of Catholic Charities aspire to the following:

A commitment to the agency’s mission, vision, and values (“We Do the Right Thing”)

A commitment to excellence in everything we do (“We Do Things Right”)

A commitment to achieving desired outcomes and measured results (Everything Matters”)

A commitment to innovation and to what is possible (“Creativity and Generativity”)

JOB RESPONSIBILITIES INCLUDE:

CEO Support

• Communicates directly, and on behalf of the CEO, with Board members, donors, staff, and others, on matters related to CCDSD programmatic initiatives.
• Completes various administrative tasks for the CEO, including managing and coordinating an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Prepare and organize CEO’s daily, weekly, and monthly activities with support and backup materials.
• Initiates outreach for fundraising/meet and greet purposes to a wide variety of potential partners/donors.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the organization’s success and manages a variety of special projects, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO’s ability to lead the company effectively.
• Reviews CEO’s daily calendar to see if he has any offsite visits. If there is one, the Executive Assistant will reserve a company vehicle and manages internal reporting requirements for the same.
• Develop Executive Office budget expenses and forecast budget needs and monitors the budget regularly.
• Coordinate with the IT Supervisor to correct any computer or phone issues experienced by the CEO or his management team.
• Participates in cross-functional teams as time permits.
• Creates acknowledgment letters from the CEO to donors.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
• Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general.
• Ensure that all CCDSD’s manuals and handbooks including each department’s policies and procedures, whether physical or online, are updated and available for the CEO and other team members.
• Ensures there is water, coffee and snacks for all the CEO’s guests including all team meetings.
• Maintains inventory of water, coffee and snacks and other supplies in the Admin HQ to ensure all team members have the supplies they need.
• Works with purchasing to ensure there is paper, toner and other required items for copies and printers.
• Works with the vendor to handle maintenance and repair for the copier and other office equipment.
• Review all contracts, agreements, proposals, grants, and documents for accuracy before submitting them to the CEO for execution and required processing.
• Provide support to the CEO in drafting strategic and business plan documentation.
• Provide support to the CEO in drafting and maintaining templates for all processes, procedures, and presentations.
• Provide support to update and maintain CCDSD’s external and internal websites and social media channels.

Board Support and Liaison

• Maintain frontline communications with BOD, serving as the central point of contact to facilitate CEO and BOD, committee meetings, and other Board oriented activities.
• Coordinate with the CEO and/or committee liaison in the scheduling and planning of Board and committee meetings. Coordination of meeting technology, presentation logistics, preparation, and distribution of all meeting materials.
• Work with the CEO and Directors to draft, edit and finalize the board package, minutes, and resolutions for all board meetings.
• Attend assigned meetings, take notes and transcribe minutes.
• Set up and break down the conference room after all board meetings.
• Maintain minutes, bylaws, records, and files of all board-related current and past projects, committees, and meetings. Maintain and administer Board forms and contact information.
• Initiate communications and respond to Board, donor, volunteer, and community requests; compose and /or edit correspondence and format documents.
• Maintains discretion and confidentiality in relationships with all board members.
• Ensures meeting spaces are reserved and prepared for attendees, including meeting materials, beverages/ food, audiovisual, teleconference, seating/ table arrangement, etc.

Senior Management Liaison

• Participates as an adjunct member of the Leadership Team, including assisting in scheduling and attending meetings, taking minutes, and meeting follow-up.
• Assists in coordinating the agenda of Leadership team meetings and off-sites and all staff meetings.
• Coordinates refreshments and meals for all senior management meetings.
• Set up and break down meeting rooms for all team meetings to ensure there are no issues.
• Facilitates cross-divisional coordination of travel and outreach plans.

Other Responsibilities

• Maintain accurate and timely progress notes on all partners/donors/board members as they relate to the office of CEO and BOD in the account management tool and other instruments, as necessary.
• Assist Human Resources with auditing semi-monthly payroll and be trained as a backup payroll administrator.
• Manage projects and special assignments and other duties as assigned.

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 required.
• High level of integrity and discretion in handling confidential information.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat Pro.

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.

WORK SCHEDULE:

The typical schedule is 8:00 a.m. to 5:00 p.m., Monday through Friday. However, flexibility is required due to the nature of business. Schedule may be changed as needed to include evenings, weekends, and holidays.

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.

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