Executive Administrative Assistant Job at Diocese Of Jefferson City in Jefferson

Catholic Charities of Central and Northern Missouri is searching for an Executive Assistant. This is a full-time, non-exempt position with an extensive benefit package offered. The Executive Administrative Assistant is essential in maintaining the smooth and efficient operation of the executive office. This dynamic role demands a highly skilled professional capable of multitasking effectively, rapidly adjusting priorities, and managing a diverse array of administrative tasks with a high level of organization and confidentiality.

Essential Duties and Responsibilities

• Provide comprehensive administrative support to the Executive Director, including scheduling meetings, managing calendars, and handling correspondence.

• Act as a primary contact for both internal and external stakeholders, ensuring professionalism and confidentiality.

• Ensure stakeholders meeting with the Executive team are welcomed and accommodated appropriately while waiting, providing a hospitable and professional environment.

• Organize materials and coordinate logistics for board meetings and executive gatherings.

• Manage travel arrangements and itineraries for the executive team.

• Assist in creating reports, presentations, and other documents.

• Collaborate with Human Resources to streamline recruitment and onboarding processes, which includes scheduling interviews, coordinating orientation, and supporting new hires.

• Maintain a well-organized system for personnel and confidential documents.

• Perform additional duties as needed to support the executive team's varied needs.

Expectations

• Full-time staff members are required to attend their designated work site from Monday to Friday, typically from 8:00 AM to 4:30 PM. Core working hours may be subject to change based on the specific role and the requirements of the program.

• Participates effectively as a team member through communication, cooperation, information sharing, and problem-solving.

• Attends and participates in staff trainings, meetings, activities, and programs as required.

• Utilizes common software and digital applications (Microsoft Office suite, Outlook, Teams, time-keeping software, etc.).

Supervisory Responsibilities

Supervises agency Receptionist, and volunteers as assigned

Education and/or Experience

Advanced degree from an accredited college or university in a field related to Catholic Charities' mission and services and/ or a minimum of 3 years of experience in an administrative support role, preferably within a nonprofit or similar environment and knowledge of Catholic Social Teaching is preferred.

Certificates, Licenses, Registrations

None required

Other Qualifications

Ability to successfully pass Family Care Safety Registry and criminal background checks and requires completion of the Protecting God's Children VIRTUS training session.

Licensed to operate a motor vehicle and ability to meet agency auto insurance coverage requirements. Local travel may be required.

Agency Identity and 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.