Executive Assistant

POSITION SUMMARY

Performs a full range of clerical and administrative support duties for agency executive staff (CEO, COO and CFO) and leadership. Position requires in-depth knowledge of agency policies and a high level of office administrative skills. Requires a high degree of accuracy and considerable ability to assume responsibility and to exercise independent judgment.

GENERAL DUTIES AND RESPONSIBILITIES

Provides the following support functions:

• Assists Executives and Directors with their schedules, written reports, correspondence and communications.
• Assists with meeting and event preparation.
• Serves on the Staff Appreciation Committee to assist with agency-wide staff events.
• Attends meetings and events (as required), including agency-wide meetings and events.
• Takes meeting minutes (as required).
• Has working knowledge of legal document processing relative to agency business.
• Organizes, maintains, and develops processes for the tracking and filing of both printed and electronic files on shared drives, intranet, and portal systems.
• Assists with completion, execution, filing, and distribution of contracts, MOUs, applications, reports, and facilities documents.
• Processes purchase orders and payment of invoices.
• Understands and applies agency policies, procedures, and structure.
• Performs work of a confidential nature.
• Proficient in the operation of office equipment.
• Provides Notary service.
• Does related work as required by the Executive Leadership.

Additional duties as assigned and may include:

PQI Functions:

• Ensure and monitor the consistent collection of data by direct reports
• Identify patterns and trends of administrative or program services whichever is appropriate
• Compare data outcomes against established agency benchmarks
• Develop and implement improvement plans as needed, eliminating any identified problems
• Use results of data to inform decision making

COMPETENCIES

• Excellent verbal and written skills and has specific knowledge of proper grammar, punctuation, and spelling. 
• Efficient typing skills and accomplished in utilizing Microsoft Word, Excel, Power point, and Outlook programs. 
• Excellent technological skills, with the ability to learn and navigate current and new portal systems.
• Able to effectively handle multiple tasks simultaneously and differentiations in workflow. 
• Organizational skills and ability to prioritize are essential.
• Resourceful and adaptable to handle tasks ranging from the mundane to more complex on a daily basis.
• Ethical Conduct
• Discretion regarding confidential matter 
• Excellent interpersonal skills
• Flexibility with work schedule
• Initiative
• Time Management
• Ability to lead, guide and train staff

QUALIFICATIONS

• Bachelor’s Degree or higher preferred. Minimum of 5 years related experience preferred.
• Significant experience in office/clerical/business/customer service arena.
• Excellent oral and written communication and computer skills. The candidate must have the ability to use computer programs and portal systems. 
• Must possess friendly effective communication skills with clients, staff, and the general public. 
• Knowledge of basic math and the ability to do increasingly complex written reports are required.
• The candidate will have high levels of customer service skills and have significant interaction with diverse ‘audiences’ on a daily basis. 
• Cultural competence strongly encouraged; bi-lingual ability a plus (Spanish/English). Must value the differences and integration of cultural attitudes, beliefs, and practices into programming. 
• Not-for-profit experience a plus.
• Qualifying criminal background.

EMPLOYEE BENEFITS 

Catholic Charities offers access to a comprehensive array of benefits, including: 

For Good Health: Medical, Prescription, Dental and Vision insurance 

For a Secure Future: Employer paid Life, AD&D and Long-term disability insurance and voluntary options

For Retirement: 403(b) Plan, with employer matching contributions for eligible employees 

For Career Advancement: Training and development opportunities

For Work Life Balance: Generous paid time off; including vacation and sick time. 

Employee Assistance Program (EAP) - Free and confidential counseling 

Catholic Charities Inc., Archdiocese of Hartford is in compliance with all applicable discrimination laws. All hiring, promoting, and transferring is done on a non-discriminatory basis without regard to membership in any protected class. EEO/ AA/ M-F/ VET/ DISABLED.