Description

Job Duties:

• Serve as primary support to the Associate Executive Director (AED), provide back up support to the ED’s Executive Assistant, and interact with all staff in the office of the Executive Director.
• Receive/review and organize incoming correspondence to the AED, including time sensitive and confidential materials.
• Assure proper presentation of materials for review/signature by the AED including complete packages of information and inclusion of all necessary documents required for signatures.
• Screen incoming telephone calls to the AED and general calls to the Executive office. Take messages accurately and independently handle routine inquiries. Act as back up for calls to the Executive Director.
• Prepare and coordinate materials for meetings, special projects and reports.
• Handle routine communication with Catholic Charities and Archdiocesan offices, and external stakeholders.
• As necessary, coordinate arrangements for out-of-area meetings, including travel reservations and other logistics.
• As necessary, attend program events and provide pre and post event support.
• Provide light clerical support to other Senior Directors and assist other administrative staff in the Executive Office as needed.
• Manage the schedule for conference and meeting rooms and guide meeting attendants to appropriate locations.
• Manage, sort and distribute incoming mail and packages.
• Maintain stock levels for office and kitchen supplies and office/agency stationary and re-order as needed.
• Prepare payment vouchers for invoices related to Executive office expenses.
• Assist in the coordination of corporate and social Executive Office events that take place during and after regular office hours..
• Ensure that public office spaces, including conference rooms, waiting area and pantry and clean and tidy and coordinate with the Archdiocesan building office for larger facilities/maintenance issues.
• Other job-related duties as assigned.

Position Type and Expected Hours of Work:

• Highschool Diploma. College degree preferred.
• 1-2 years relevant experience in administrative support.
• Computer proficiency in Microsoft Office. Must successfully pass eSkills skills test in MS Word, Excel and Access. Proficiency with office technology and equipment, including printers, copiers and fax machines.
• Good interpersonal, organizational and multi-tasking skills with ability to work independently.
• Excellent interpersonal, verbal and written communication skills.
• Ability to exercise discretion and good judgment.

Working conditions and physical demands required:

• Travel at least 20% of the time using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs, and be exposed to outside weather conditions.
• Remain stationary using a computer at least 60% of the time, in meetings and/or events.
• Carry a laptop to offsite work locations.
• Ability to operate standard office equipment i.e. copier, fax, scanner, postage machine and printer.
• Ability to use and respond to phone calls.
• Ability to lift and file documents in cabinets.