Job Type: Ministerial 

Reports to: Chief Program Officer 

Position Description 

This full-time, benefited position will provide high-level administrative support primarily to the Chief Program Officer (CPO), and then to other executive leadership as needed. The Executive Assistant reports directly to the CPO and provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to Senior Program Directors and C-Suite; organizes and coordinates executive internal and external relations efforts, and oversees special projects.

The Executive Assistant must be creative and enjoy working within a mission-focused environment. The ideal individual will have the ability to exercise good judgment, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.  

Ministerial 

• As a ministerial representative of CCEOK, it is expected that both professional and social behavior be aligned with the ethical and moral standards of the Catholic Church 
• Pray daily for the needs of the poor; opportunities include personal prayer, daily Mass, and adoration 
• Willingness to learn how to articulate Catholic teaching with a commitment to its application in the job function 
• Execute duties in a Christ-like manner with love and compassion following the values and principles of the program, Catholic Charities and Catholic Social Teaching 

Leadership 

• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the charity
• Maintain a daily calendar of meetings and events
• Prepare Word, Excel, and PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the charity
• Arrange travel and accommodations for CPO and their direct reports
• Prepare expense reports, manage other expense receipts, and submit them for approval
• Screen incoming telephone calls, take and deliver accurate messages, respond to requests by gathering and providing information, and refer non-routine calls to the appropriate staff
• Draft and prepare correspondence for internal announcements, senior director meetings, and organizations that the CPO is involved with
• Manage the CPO’s contacts 
• Be responsive to emails/texts/phone calls with contact outside normal business hours 
• Welcome the CPO’s guests by greeting them, in person or on the phone and by answering or directing inquiries
• Use discretion, confidentiality, and good judgment to handle C-level matters
• Represent the organization and the CPO in a positive light through great follow-through skills and sound judgment
• Conserve the CPO’s time by reading, researching, collecting and analyzing information as needed, in advance
• Organize complex calendars and schedules; resolving any scheduling issues 
• Perform additional duties as assigned by CPO
• Complete ad-hoc projects as assigned – such as personal events and/or family needs

Qualifications 

• 5+ years of related experience working in an executive assistant role supporting senior leadership required 
• Advanced proficiency in Microsoft Office 
• Management experience preferred 
• Ability to function well in a high-paced environment
• Ability to communicate effectively and professionally 
• Excellent communication and time management skills and proven ability to meet deadlines
• Flexible hours as dictated by the needs of the role for projects and meetings
• Ability to work independently as well as collaborate with a team