Executive Administrative Assistant

OVERALL RESPONSIBILITY

The Executive Administrative Assistant provides support and assistance to the Chief Finance Officer. Primary duties include scheduling, recording secretary for various meetings, general administrative duties, and preparing, reviewing, and sending communications. and the overall responsibilities of the finance department. Additionally, s/he provides basic accounting and parish finance support as needed.

Essential Duties And Responsibilities

• Aides the Chief Financial Officer and Controller by anticipating needs for maximum efficiency and impact with all communications, tasks, meetings and special projects for the finance department.
• Schedules appointments and proactively manages outlook calendar; reviews and responds to emails, calendar events, coordinates meetings, sets up conference calls and coordinates meeting arrangements.
• Demonstrates professionalism and courtesy in representing the Diocese through interaction with vendors, constituents, donors and co-workers.
• Handles multiple priorities and deadlines with exemplary follow through and confidentiality.
• Manages incoming telephone calls, electronic and paper mail, taking initiative to manage inquiries from inception to completion; provides information, follows through and handles correspondence for review, and/or direct inquiries to proper finance team members.
• Performs a variety of administrative functions: prepares correspondence, analysis, reports, memos, and presentations; creates and maintains files; sends faxes, letters, and emails on behalf of the Chief Financial Officer and the finance department.
• Occasionally attends meetings and takes minutes.
• Prepares and maintains accounting documents and records including journal entries, account reconciliations and general ledger account review.
• Reconciles assigned accounts in a timely manner including bank reconciliations and other general ledger accounts.
• Enters key data of financial transactions into database and financial software including QuickBooks and Financial Edge.
• Determines new ways to perform job duties more efficiently and/or work processes and implements appropriately.
• Works independently with little supervision while keeping supervisors appropriately informed.
• Other duties as assigned.
  
  

Qualifications And Requirements

• BA/BS or equivalent in Administration, Finance, and/or Management
• Minimum of 3-years’ experience working as an Administrative Assistant at the executive level.
• One to three years prior experience performing related responsibilities.
• Extensive knowledge of Microsoft Office, QuickBooks, Financial Edge, PowerPoint, Excel, Outlook.
• Completes work in a timely, accurate and thorough manner requiring minimal oversight.
• Ability to work collaboratively with diverse groups.
• Ability to handle multiple tasks effectively under pressure.
• Strong work ethic and desire to exceed expectations.
• Solid organizational, problem solving and time management skills.
• Conscientious and highly organized with sharp attention to detail
• Excellent communication skills (written and verbal) with all those the position interacts with.
• Ability to meet deadlines and maintain confidentiality.
• Prior experience in the Catholic Church or a not-for-profit, preferred.