Executive Assistant Jobs in Phoenix, IL

About The Position

Requirements

• High School Diploma or Equivalent with a minimum of 4 years progressive experience.
• Must have experience working with top professionals in an organization.
• Must have thorough knowledge of administrative and clerical procedures and techniques.
• Must be able to communicate effectively with a wide variety of people (both verbal and written).
• Must be able to anticipate or recognize issues or problems and proactively resolve them.
• Must be able to work with frequent interruptions and with multiple timelines for task completion.
• Must be sensitive to cultural differences within the agency and community.
• Fluent in Microsoft Office Applications (Excel, Word & Outlook).
• Valid AZ driver’s license, reliable transportation and ability to show proof of registration/insurance.
• You must be 21 years of age or older to drive on behalf of Catholic Charities.
• Level One Fingerprint clearance or ability to obtain fingerprint clearance; must maintain clearance.

Responsibilities

• Maintain the CEO and Executives schedule including day-to-day and long-term management of meetings, projects and priorities.
• Schedule and confirm all meetings and travel, including prioritizing meetings and communicating all relevant details to participants.
• Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
• Ensure CEO and Executive Team are prepared for upcoming appointments by gathering materials necessary for each meeting/commitment.
• Work with internal and external stakeholders to collect and assemble information on presentations, projects and strategic planning.
• Works closely with the Board of Directors and Committees, Young Professionals Board, Directors Emeritus, and Diocese of Phoenix on behalf of CEO and Agency.
• Serve as the first point of contact for a wide variety of relationships between CEO and external contacts.
• Draft and edit correspondences, articles, reports and presentations; transcribe meeting notes/minutes.
• Coordinate and manage special projects, including working collaboratively with staff to ensure projects meet deadlines.
• Handle phone, email, and postal inquiries and respond appropriately.
• Prepare expense reports and other expenditures for CEO and Executive Team.
• Take on tasks to support the work of Catholic Charities Community Services programs, operations and overall mission.
• Perform as custodian of corporate documents and records for historical purposes and make them readily available as needed.
• Compiles materials for reports and questionnaires, ensuring complete inclusion of materials for CCUSA and COA assigned tasks.
• Arranges facilities for all CEO and Executive hosted meetings, assures proper meeting environment, refreshments and availability of materials.
• Works with Corporate Secretary to delineate a segregation of duties in support of the Governing Board.
• Coordinates with team members to prepare for tabling events and assists with collateral materials and supplies needed.
• Plans, promotes, and implements Event Planning that will increase donor engagement, includes logistics, vendors, tracking ticket sales and in-kind donations.
• Learn to utilize AI tools to help automate routine tasks, support data management, and improve workflow productivity and efficiency.
• Serves as an agency representative at community networking functions when needed.
• Provide reception back-up as needed.
• Promote ongoing commitment to excellence and continual quality improvement to ensure the highest quality of services to our staff and clients.
• Performs other duties as assigned.

Benefits

• Medical
• Dental
• Vision
• Basic Life
• Short-Term Disability
• Vacation
• Sick Time
• 13 Paid Holidays
• Flexible Spending Account (FSA)
• 403(b) + match
• EAP
• Pension Plan