Executive Assistant and Project Specialist

Position Summary

The Executive Assistant & Project Specialist serves as the operational right hand to the Executive Director of Marketing & Design / OSV Institute. Because the Executive Director carries dual organizational responsibility, leading the company's Marketing & Design function while simultaneously directing the strategic vision and operations of the OSV Institute, this position is critically important. This role ensures the Executive Director can operate effectively across both domains by managing daily administrative needs, driving Institute project workflows with precision, and serving as a dependable gatekeeper and operational partner. This individual manages highly confidential information, coordinates collaboration across teams and departments, and provides executive level administrative support. Secondarily, the role partners with Program and Initiative Managers to support project execution, maintain accountability, and deliver institutional programs on time and within scope.

This position is entrusted with the safeguarding and controlled dissemination of extremely sensitive information relating to Institute operations, Board governance, and strategic initiatives. The ideal candidate is a proactive, mission driven professional who anticipates needs before they surface, exercises sound independent judgment, and moves fluidly between strategic planning support and tactical execution. This is not a traditional administrative role. It requires the ability to own workstreams, manage competing priorities across multiple stakeholders, and represent the Executive Director's office with professionalism and discretion. The ideal candidate must also demonstrate exceptional organizational skills, high emotional intelligence, and a deep understanding of Catholic culture, parish dynamics, and nonprofit operations.

Key Responsibilities

Executive Support 

• Manage the Executive Director’s calendar, travel, correspondence, and meeting logistics across both the Marketing & Design and OSV Institute functions; proactively resolve scheduling conflicts and ensure the Executive Director arrives prepared for every engagement.
• Draft, edit, and finalize communications on behalf of the Executive Director, including letters, memos, reports, presentations, briefing materials, agendas, talking points, and background research.
• Serve as a trusted liaison between the Executive Director and internal teams, external partners, Board members, Advisory Council members, donors, applicants, and stakeholders.
• Support strategic planning sessions, track action items, and ensure timely execution of priorities across both areas of the organization.

• Maintain absolute confidentiality regarding all information accessed through the course of employment, both during and after their tenure.
• Exercise uncompromising discretion when managing executive communications, documents, schedules, and conversations.
• Protect all proprietary, personal, and strategic information from unauthorized disclosure, whether intentional or accidental.
• Adhere to strict need‑to‑know principles, ensuring sensitive information is shared only with explicitly authorized individuals.

• Immediately report any suspected breach, vulnerability, or inappropriate request for confidential information

Institute & Board Liaison

• Demonstrate confidentiality and impeccable judgment in all interactions, recognizing that the role involves exposure to privileged information that could materially impact the organization if disclosed.

• Coordinate communications and logistics for the OSV Institute Board Committee and, as requested, the Board of Directors at large.
• Manage all correspondence and inquiries related to OSV Institute activities.
• Assemble and distribute applications and supporting materials to Board committee members.
• Prepare formal and informal minutes for OSV Institute and Board meetings.
• Draft and send disposition letters to applicants following council decisions.
• Maintain comprehensive administrative and fiscal records for OSV Institute requests and activities.

Project Support & Cross Program Coordination

• Serve as the central project specialist resource across all OSV Institute programs and initiatives, providing structure, accountability, and visibility to the Executive Director on the status of every active workstream.
• Develop and maintain project plans, timelines, milestones, and deliverable trackers for each Institute program and strategic initiative.
• Establish and run regular status cadences with Program and Initiative Managers to ensure projects stay on track, on scope, and on budget.
• Maintain a portfolio level view of all active Institute projects and provide the Executive Director with consolidated dashboards and executive summaries.
• Identify risks, bottlenecks, and dependencies proactively across programs; escalate issues appropriately and recommend corrective actions before they become critical.
• Facilitate cross functional coordination when Institute initiatives require collaboration across departments, external partners, or diocesan stakeholders.
• Capture action items, decisions, and follow ups from project and strategy meetings; drive accountability across all responsible parties.

Catholic Innovation Program Support

• Support the execution of pastoral innovation initiatives, including Corworks and related innovation programs in partnership with Program and Initiative Managers.
• Assist in integrating design thinking and impact architecture into pastoral and marketing strategies.
• Plan and manage logistics for workshops, events, and program related meetings.
• Monitor and report on seed funding distribution and assist in evaluating parish progress and impact.
• Compile program outcomes and success stories for internal reporting and external storytelling.

Grant Administration & Additional Responsibilities

• Assist with all intake, review, and administration of the OSV Institute grant process, including application processing, committee coordination, award notifications, and record keeping.
• Support the planning and execution of special programs, events, strategic initiatives, or other duties as assigned by the Executive Director.

Education

• Bachelor’s degree in Business, Marketing, or related field required.

Experience

• 5–10 years of experience in executive support, project coordination, or nonprofit administration.
• Deep familiarity with Catholic parish culture, ecclesial structures, and mission-driven organizations.
• Experience supporting senior leadership and managing confidential information.
• Proven ability to coordinate complex projects with multiple stakeholders and competing priorities.

Skills & Abilities

• Exceptional written and verbal communication skills.
• Strong organizational, time-management, and problem-solving abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with project management tools a plus.
• Ability to manage multiple priorities with confidentiality, discretion, and attention to detail.
• Comfortable working in a faith-based, collaborative, and fast-paced environment.
• High emotional intelligence, cultural sensitivity, and interpersonal effectiveness.

Type of Position

• Hybrid: Position will work on-site at the Huntington location 3 days a week