Executive Assistant

Catholic Charities, Fort Wayne-South Bend Diocese - Fort Wayne, IN (30+ days ago)

For consideration please submit RESUME & COVER LETTER

Position Summary:

Provides a range of executive-level secretarial, administrative and project support services to the Chief Executive Officer (CEO) and other members of the executive team, as assigned by CEO.

Essential Duties/ Responsibilities:

  • Represents the CEO’s office and Catholic Charities and performs duties with utmost professionalism and integrity; adheres unswervingly to the Catholic identity and values of the corporation while operating in this role; upholds a strict level of confidentiality and ethical decision-making and communication
  • Anticipates the CEO’s professional needs (i.e., referring to schedule, calendar, upcoming events, etc.) and plans accordingly to allow CEO to focus her/his time on the strategic aspects of leading the corporation
  • Performs administrative functions such as preparing executive correspondence, receiving visitors, arranging conference calls and scheduling meetings for CEO and/or designees; manages travel itineraries
  • Uses excellent judgment and discretion, employs resourcefulness, and conserves CEO’s time when responding to telephone calls to and information requests of the CEO and determining appropriate access or redirection
  • Consistently maximizes productivity without compromising quality
  • Opens, sorts and distributes CEO’s mail and correspondence
  • Serves as a member of the corporation’s leadership team, and participates in maintaining a healthy team and agency culture; maintains information flow as directed by CEO
  • Participates and supports the agency’s “meeting rhythms” system
  • Prepares internal and external corporate documents; creates and maintains an effective system for the filing and retrieving corporate documents
  • Provides excellent service to the corporation’s board of directors; coordinates intake paperwork and other onboarding processes for newly approved board members; ensures that required documents are updated annually and placed in each board member’s confidential file
  • Attends quarterly and annual board meetings; records and types minutes; attains signature of board secretary’s signature on approved minutes
  • Provides a range of word processing/typing/transcription services including correspondence, letters, memoranda, proposals, detailed reports and billings. Must be knowledgeable and creative in the use of advanced word processing functions.
  • Operates a range of automated and standard office equipment, including a computer, typewriter, internet, transcription equipment, fax, photocopy and postage machines.
  • Coordinate and track home studies paperwork for adoptive parents. Correspond with clients, attorneys and court.
  • Copy and maintain adoption files and database.
  • Supervises receptionist and support staff in the Fort Wayne office
  • Assists with special projects (e.g., grants, grant reporting, site visits, human resources tasks, etc.) as assigned
  • Coordinates and ensures necessary arrangements are made in support of various meetings and trainings. Attends meetings and prepares minutes as necessary.
  • Completes administrative documentation and submits information as appropriate. Assures compliance with documentation requirements. Prepares reports as required.
  • Maintains schedules and oversees the use of the meeting rooms in Fort Wayne.
  • Provides backup to other support staff positions, such as front desk, as required.

Conditions of Employment:

  • Valid Driver’s License with clean driving record.
  • Reliable vehicle with personal vehicle liability insurance coverage of $100,000 per person and $300,000 per occurrence.
  • Proficient in Internet, word processing, spreadsheet, and e-mail applications (prefer Microsoft Office).

Minimum Job Requirements:

  • Minimum of a high school diploma and at least 3 years of executive level administrative assistant (or paralegal) experience required; associates degree in business or office administration preferred
  • Proficiency in Microsoft Office software (e.g., Word, Excel, PowerPoint) required.
  • Must demonstrate outstanding written and oral communication skills; scrupulous about details
  • Able to type a minimum of 60 WPM
  • Must possess demonstrable rapport-building, relationship and customer service skills
  • An evident self-starter and good/appropriate manager of conflict, with a convincing commitment to results
  • Ability to tolerate, yet manage, interruptions and juggle multiple priorities
  • Open direct and clear communicator. A schedule flexible enough to work over-time when needed, and travel if necessary

For consideration please submit RESUME & COVER LETTER

Job Type: Full-time


  • Executive Level Administrative: 3 years