Executive Assistant – COO/CEO

Catholic Charities of San Bernardino and Riverside Counties•Lansing, MI

3d•Onsite

About The Position

At Catholic Charities of Ingham, Eaton, and Clinton Counties, every team member plays an essential role in advancing our mission to serve vulnerable individuals and families with compassion and dignity. As part of our team, you will contribute to a wide range of services aimed at fostering hope, healing, and empowerment within the communities we serve. The Executive Assistant (EA) provides high-level administrative, operational, and project support to the Chief Operating Officer (COO) and plays a key role in ensuring organizational effectiveness. This position manages complex scheduling, supports board governance activities, coordinates policy distribution and compliance, and serves as a central hub for communication and workflow across departments. The EA must be proactive, detail-oriented, and comfortable handling sensitive information with discretion.

Requirements

3–5 years of administrative or executive support experience, preferably in a nonprofit or mission-driven environment.
Strong writing skills, especially for minutes, summaries, and formal documentation.
Exceptional organizational skills and attention to detail.
Ability to manage multiple priorities and work independently.
High level of discretion and professionalism.
Proficiency with Microsoft Office, Google Workspace, and digital file management.

Nice To Haves

Experience supporting senior leadership or boards of directors.
Familiarity with nonprofit governance and compliance requirements.
Project coordination experience.

Responsibilities

Manage the COO’s calendar, including scheduling meetings, coordinating logistics, and anticipating needs.
Prepare meeting materials, presentations, and briefing documents.
Track deadlines, priorities, and follow-up tasks to ensure timely completion.
Serve as a liaison between the COO and internal/external stakeholders.
Coordinate board and committee meetings, including scheduling, agenda preparation, and document distribution.
Record, draft, and maintain accurate board and committee meeting minutes.
Ensure timely collection and filing of board documents, signatures, and compliance materials.
Maintain organized digital and physical archives of board records.
Oversee the distribution, tracking, and collection of organizational policies and annual acknowledgments.
Maintain the master policy library and ensure updated versions are accessible to staff.
Coordinate policy review cycles and support the COO in updating or revising policies.
Monitor compliance deadlines and follow up with staff as needed.
Support cross-departmental projects led by the COO, including research, data gathering, and documentation.
Assist with internal communications, announcements, and workflow coordination.
Manage confidential files, contracts, and organizational documents.
Provide logistical support for staff meetings, retreats, and special events.
Maintain organized digital systems, shared drives, and administrative processes.
Support onboarding tasks related to operations, policies, and organizational procedures.
Identify opportunities to streamline workflows and improve operational efficiency.