Executive Assistant - Fort Wayne/Huntington, Indiana

Position Summary

The Executive Assistant provides high‑level administrative support to the Executive Director of Marketing & Design / OSV Institute. This role ensures the Executive Director can operate effectively by managing daily administrative needs, coordinating communication, and supporting key organizational activities. The Executive Assistant handles confidential information with discretion, maintains organized workflows, and serves as a reliable point of contact for internal and external stakeholders.

This position is entrusted with safeguarding and appropriately handling sensitive information related to Institute operations, board activities, and strategic priorities. The ideal candidate is a proactive, mission‑driven professional who anticipates needs, exercises sound judgment, and supports the Executive Director with a high level of discretion and professionalism. This role requires exceptional organizational skills, strong communication abilities, and the capacity to manage multiple priorities in a fast‑paced environment. Familiarity with faith‑based or mission‑driven organizations is beneficial, as is the ability to work effectively with a wide range of internal and external stakeholders.

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 session meetings, track action items, and ensure timely execution of priorities across both areas of the organization.
• Demonstrates absolute discretion and confidentiality in managing sensitive information, executive communications, and materials, exercising strong judgment and respecting strict need‑to‑know boundaries.

Institute & Board Liaison

• Coordinate communications and logistics for the OSV Institute Board Committee and, as requested, the Board of Directors.
• Manage all correspondence and inquiries related to OSV Institute activities.
• Assemble and distribute applications and supporting materials to Board committee members.

• Demonstrate absolute discretion and impeccable judgment in all interactions, handling privileged and sensitive information essential to the Institute’s mission and success.

• 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.

Administrative & Meeting Support

• Assist with scheduling, planning, and logistical coordination for workshops, events, and meetings.
• Support the preparation of agendas, packets, and follow‑up documentation for internal and external meetings.
• Track action items and ensure appropriate follow‑up with relevant parties.
• Provide general administrative support to ensure smooth operations across the Executive Director’s areas of responsibility.

Grant Administration & Additional Responsibilities

• Provide administrative support for the OSV Institute grant process, including application intake, document preparation, scheduling, committee coordination, award notifications, and record keeping.
• Assist with logistics and administrative tasks related to special programs, events, and initiatives as directed by the Executive Director.
• Perform additional administrative duties as assigned to ensure smooth operations across the Executive Director’s areas of responsibility.

Education

• Bachelor’s degree in Business, Marketing, or related field preferred; commensurate education and work experience will be considered.

Experience

• 3 to 5 years of experience providing executive-level administration support, preferably in a mission-driven, nonprofit organization.
• Familiarity with Catholic ministries, parish life, or mission‑driven organizations, and an ability to work comfortably within a faith‑based environment.
• Experience supporting senior leadership and managing confidential information.

• Strong ability to manage multiple priorities, coordinate schedules, and support administrative aspects of projects involving various stakeholders.

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.

Working Environment