Senior Executive Assistant

Catholic Charities Eastern Washington•Spokane, WA

1d•$33 - $34

About The Position

This position provides high-level administrative support for senior management, acting as a crucial partner in operational efficiency. Key responsibilities include complex project and meeting coordination, calendar management, travel coordination, communication screening, and document preparation. This position requires exceptional ethical discretion/confidentiality, proactive-problem-solving, advanced critical thinking skills and ability to manage multiple variables, workflows and prioritize executive tasks with a high level of proficiency.

Requirements

Four (4) years technical education (computers, office administration or related) or equivalent required; Five (5) years’ experience in supporting upper/ executive management.
High proficiency in Microsoft Office Suite—including Excel—and other project management tools.
Exceptional multitasking skills and the ability to work in a fast-paced environment with multiple competing priorities.
Valid Driver’s License and ability to drive for work use.
Successfully pass background check applicable to position.

Nice To Haves

Previous work experience for a non-profit organization is preferred.

Responsibilities

Calendar & Email Management: Coordinating complex meetings, managing professional/personal calendars, and handling inbox prioritization and communication to ensure timely responses with 24-48 business hours.
Strategic Gatekeeping: Acting as a liaison between the executive management and staff, stakeholders, and clients.
Document Preparation: Creating reports, drafting memos, and putting together PowerPoint presentations and spreadsheets.
Meeting Preparation, technology coordination and post-meeting workflow coordination: Preparing relevant information for meetings; coordinating calendaring for impacted parties; supporting the use of technology during meetings; note-taking and providing outputs of actions post-meetings; tracking deadlines associated output; coordinating meal ordering and delivery, as needed.
Communication & Liaison: exceptional customer service skills; screening calls, acting as a liaison between the executive and stakeholders/employees, drafting correspondence and triaging/ referring to relevant resources and departments.
Administrative Support: Handling expense reports, organizing files, ordering supplies, and taking meeting minutes.
Travel & Logistics: Booking flights, accommodation, transportation, and planning itineraries
Special Projects: Overseeing specific initiatives or operational projects; conducting research and providing project management for special projects as assigned.
General office management: Mail, pick up, sorting, metering, and staging outgoing mail.
Database & Operating Systems: demonstrated proficiency in systems, including but not limited to: Microsoft Office 365 Suite, Salesforce and HMIS
Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW/CHV client protected health information (PHI), per regulations outlined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.
As a mandated reporter, follows all procedures outlined in agency policies and procedures to report to the proper agency when there is suspicion and/or confirmation that a child or adult has been a victim of abuse or neglect.
Adheres to the tenets of Catholic Social Teaching and Catholic Doctrine.
Performs as a team member to ensure that productivity outcome measures are achieved.
Performs related functions necessary to support the mission and core values of Catholic Charities.

Benefits

FREE Employee Medical Insurance
FREE Employee Dental Insurance
FREE Employee Vision Insurance
Sick leave (8 hours per month)
Vacation (Minimum of 2 weeks paid vacation)
Discounted health memberships
Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
FREE Long-Term Disability Insurance
FREE Life Insurance
13 Paid Holidays