Executive Administrative Assistant - Jefferson City, MO

Description

Title: Executive Administrative Assistant

Reports to: Executive Director

FSLA Status: Non-Exempt

Job Status: Full-time (hours/week)

Salary Grade: Grade 4

Summary: 

The Executive Administrative Assistant plays a vital role in supporting the leadership team at Catholic Charities of Central and Northern Missouri by ensuring efficient administrative operations, effective communication, and organized coordination across the agency. This position provides high-level administrative support to agency leadership, assists with board and committee preparation, supports HR-related administrative processes, and contributes to development and data entry functions. This role requires a highly organized, detail-oriented professional who can manage multiple priorities with discretion, professionalism, and confidentiality. The ideal candidate demonstrates strong communication skills, excellent time management, adaptability, and the ability to support a fast-paced nonprofit environment.

Essential Duties and Responsibilities

Executive and Leadership Support

• Provide administrative support to the leadership team, including calendar management, scheduling meetings, coordinating correspondence, and preparing documents and reports.
• Organize and prepare materials for board meetings, leadership meetings, committees, and other agency events.
• Coordinate travel arrangements, meeting logistics, and follow-up communication as needed.

Human Resources and Administrative Coordination

• Support HR-related administrative processes including onboarding, orientation scheduling, offboarding, interview coordination, and maintaining personnel documentation.
• Assist with new hire preparation, training logistics, and ensuring employees receive necessary onboarding resources and information.
• Maintain organized filing systems and confidential records in compliance with agency standards and policies.

Data Management and Agency Operations

• Assist the development team with data entry, database updates, donor records, and
• administrative tracking needs.
• Serve as a professional point of contact for internal and external stakeholders while maintaining
• confidentiality and professionalism.
• Support agency operations through strong organization, communication, problem-solving, and
• other administrative duties as assigned.

Expectations:

• Full-time staff members must be present at their assigned work site Monday through Friday, typically from 8:00 AM to 4:30 PM. Core working hours may vary depending on the role and program needs.
• Participates effectively as a team member through communication, cooperation, information sharing, and problem-solving.
• Attends and participates in staff training, meetings, activities, and programs as required.
• Utilizes common software and digital applications (Microsoft Office suite, Outlook, Teams, time- keeping software, etc.).

Supervisory Responsibilities

May assist with coordination or supervision of volunteers, interns, or administrative support functions as assigned.

Education and/or Experience

Associate's degree or equivalent experience preferred. Minimum of 3 years of experience in administrative support, office coordination, human resources support, development support, or related fields preferred, ideally within a nonprofit or mission-driven environment. Experience with onboarding processes, data entry, scheduling, and maintaining organized records is strongly preferred.

Certificates, Licenses, Registrations

None required. Human Resources, administrative, or nonprofit-related certifications are a plus.

Other Qualifications

• Must successfully pass the Family Care Safety Registry and criminal background check and complete the Protecting God's Children VIRTUS training session. 
• Possess a valid driver's license and meets agency requirements for auto insurance coverage. 
• Travel is a necessary component of the role.

Agency Mission

The work of Catholic Charities serves as an expression of the ministry of evangelization of the Roman Catholic Church by serving the poor and most vulnerable in our society. Although staff are not to proselytize, they are, however, expected to be guided in every way by the teachings of the Catholic faith in their daily work. These include church teachings on abortion, sterilization, abstinence, and the sanctity of the family as well as fidelity to the Catholic ethical religious directive of the United States Conference of Catholic Bishops. In addition, all staff are invited to attend periodic Catholic Masses. As employees of Catholic Charities, it is further expected that staff will adhere to the Diocesan code of conduct. Employees are expected to not only perform duties consistent with the Doctrines of the Catholic faith, but outside of the workplace they are expected to refrain from publishing any communication in any form, electronic or otherwise, that affiliates them with Catholic Charities in a manner that is inconsistent with the doctrine of the Roman Catholic faith.