Executive Assistant

Catholic Charities is seeking a highly organized and proactive Executive Assistant to provide comprehensive support primarily to the CEO and COO while helping streamline operations across the organization. This role is ideal for a detail‑oriented professional who excels in a fast‑paced environment, can manage sensitive information with discretion, and is comfortable working with senior leaders, Board members, and community partners.

The Executive Assistant will manage executive scheduling, prepare meeting materials, track communications, coordinate Board of Directors activities, and support organizational workflows to enhance efficiency. This position also assists with financial administrative tasks, audit prep, data management, and select HR support tasks. Strong communication skills, sound judgment, and the ability to independently coordinate multiple priorities are essential.

The Ideal Candidate

• Highly professional, has strong communication and organizational skills
• Proficient with Microsoft Office, adaptable and able to learn new systems quickly
• Brings innovative ideas to facilitate efficient support to the leadership team
• Experience working as part of a team and demonstrated flexibility and adaptability to a high demand environment
• Be comfortable in a high demand environment and running personal errands for CEO
  
  

Key Responsibilities And Duties

Board of Directors Support

• Coordinate all Board of Directors activities, including meeting preparation, virtual platform support, room setup, recordkeeping, and event planning.
• Maintain Board files and information systems.
• Serve as liaison to the Archbishop's office and manage event‑related communications.
  
  

Executive Office Support

• Manage complex calendars, appointments, travel, meetings, and communications for the CEO and COO primarily, but will be available to assist other leadership members.
• Prepare agendas, take minutes, compile presentations, and produce reports and correspondence.
• Draft responses and manage follow‑up communications on behalf of executive leadership.
• Support financial tasks including expense reports, vendor invoice processing, and procurement assistance.
• Assist with community partnership coordination and represent the executive office in meetings as needed.
• Support annual audits, data collection, and grant compliance.
• Partner with leadership to improve workflows and operational systems.
  
  

HR Support

• Prepare HR meeting materials, coordinate meeting logistics, and support document and attendance management.
• Provide administrative support for HR projects, data, and communications.
  
  

Operational & Organizational Support

• Develop tools to improve information management, workflow efficiency, and decision‑making.
• Track key operational metrics and help identify opportunities for improvement.
• Assist with gathering information for grant writing, reporting and collaboration with community agencies.
  
  

General Responsibilities

• Handle confidential information with discretion and maintain a high level of professionalism.
• Manage multiple projects and deadlines in a fast‑paced environment.
• Occasionally work evenings as needed for meetings or events.
• Demonstrate the values and mission of Catholic Charities in all interactions.
• Perform other related duties as assigned.
  
  

Education

Qualifications Required:

• Associate's degree or higher in business, operations management, or related field; OR a satisfactory equivalent combination of education and experience
• Minimum of High School diploma or equivalent required
• Bilingual in English/Spanish preferred
  

Experience

• Minimum of three (3) years' experience in an executive support experience, including supporting C-level executives.
• OR minimum of three (3) years' experience in an operational or similar role.
• Minimum of 2 years' direct experience in a non-profit agency including budget management, development and implementation preferred.
• Proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong organizational skills and keen attention to detail.
• Ability to handle sensitive information with professionalism and discretion
• High attention to detail, strong communication skills, and a service-oriented mindset
• Must be able to pass a comprehensive background check
• Must hold a valid driver's license and approved driving record under company requirements
  

Must pass a state-enforced background check.