Senior Executive Assistant

Catholic Charities Eastern Washington•Spokane, WA

16d

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.
Regularly sit, stand, climb, walk, hear/listen, talk
Frequently lift up to 20 pounds, pull/push, carry, grasp, reach
Clearly see 20+ feet, with or without corrective lenses, ability to focus
Adaptability : ability to adapt to changes, delays or unexpected events in the work environment; ability to manage competing demands and prioritize tasks; ability to change approach or method to best fit the situation.
Analytical Ability : ability to maintain focus for extended periods of time; ability to complete research projects with resourcefulness and persistence; ability to synthesize complex or diverse information; ability to use intuition and experience to complement existing data.
Attendance : ability to consistently arrive and be able to work as scheduled.
Computer/Technical Ability : working knowledge of: Word Processing software , Spreadsheet software , Internet software, Database software. Type 65 words per minute. Transcription skills.
Dependability : ability to follow instructions, both in written and verbal format; ability to respond to management direction; ability to complete tasks on time or notify the appropriate person with an alternate plan when necessary.
Interpersonal Skills: ability to maintain satisfactory relationships with others, excellent customer service skills and a good overall understanding of appropriate human relations. Awareness of and sensitivity to the service population’s culture and socioeconomic characteristics.
Judgment: ability to make prudent and timely decisions; ability to exhibit sound and accurate judgment; ability to explain reasoning for decisions.
Language Ability : ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations; ability to write reports, business correspondence, and procedure manuals; ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Excellent written communication skills - proofreading, punctuation, composition, grammar.
Mathematical Ability: ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Motor Coordination : the ability to coordinate eyes, hands, fingers, and feet accurately and handle precise movements.
Problem Solving Ability : ability to identify and/or prevent problems before they occur; ability to formulate alternative solutions to problems when necessary; ability to transfer learning from past experiences to new experiences of similar nature.
Quality Management : ability to complete duties, on time and with absolute precision, at least 95% of the time; ability to edit the accuracy and thoroughness of one’s work as well as the work of others; ability to constructively apply feedback to improve performance, ability to generate ideas to improve and promote quality in work.
Reasoning Ability : ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Supervisory Skills: not a supervisory 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.
Prepare, type, proofread and make copies of variety of items including proposals, contracts, reports, agendas, minutes, and other documents.
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.
Develop marketing flyers, resident handouts, and digital materials to support leasing efforts and resident communication.
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.
Support aspects of administrative grant oversite, including and not limited to: reviewing the integration of contractual obligations, funding workflows and other grant-specific administrative tasks as assigned.
Audit service delivery interventions for alignment and incorporation of Continuous Quality Improvement measures.
General office management: Mail, pick up, sorting, metering, and staging outgoing mail. Assist with job references for open positions. Assist with Anniversary and Birthday recognition. Maintain inventory and order/purchase office supplies; arrange for equipment maintenance; process work orders for facilities repairs/needs. May be called on to assist in arranging special events. Order Business cards/name badges. Manage vendor relationships/contracts Maintain organization/cleanliness of storage and file rooms. Prepare reimbursement paperwork, codes. Processes check requests/invoices. Oversee assigned MS Suite functions, on-line organizational filing systems, etc. Compile statistical program and other report information for Housing Leadership Team, board meetings, funders, etc., as needed.
Database & Operating Systems: demonstrated proficiency in systems, including but not limited to: Microsoft Office 365 Suite, Salesforce and HMIS
Reviews, updates, and produces reports and presentation materials from variety of agency databases and software platforms to perform job functions.
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).
Demonstrated exceptional integrity and discretion in handling sensitive company information.
Will regularly utilize all forms of communication (email, text, phone, etc.) and database practices necessary for this position and as directed by supervisor.
Excellent written and verbal communication skills.
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