Executive Assistant

3 weeks ago

San Diego, United States Catholic Charities Diocese Full time

**POSITION TITLE**: Executive Assistant

**DEPARTMENT**: Administration

**REPORTS TO**: Chief Executive Officer

**FLSA STATUS**: Exempt

**TIME COMMITMENT**: Full-time (40+ hours/ week) Occasional travel, some weekend and evening work

**SALARY**:$66,560 - $70,000

**PO**SITION DESCRIPTION**: Executive Assistant is responsible for managing the activities of the Chief Executive Officer (CEO) and the Catholic Charities Diocese of San Diego (CCDSD) Board of Directors. In collaboration with the CEO, the Executive Assistant ensures consistent and timely communications with the Board of Directors (BOD) and the CCDSD Leadership Team in a competent manner, ensuring confidentiality and professionalism in dealing with all internal and external constituents.
- The ability to use good judgment, make quick independent decisions, and make timely communications.
- Prioritization and management of multiple responsibilities simultaneously.
- Steady competence and focus when facing rapid rates of changing demands.
- Passion for maintaining a high bar for quality with a critical eye for detail.
- Effective collaboration and influence with stakeholders from a variety of functions and businesses at every level.
- Maintain a very high standard of confidentiality on all matters related to the Office of the CEO or CCDSD, including communications with individuals within or outside CCDSD.

**AGENCY CULTURE**:
The business and social environment in which our Agency operates is continuously changing. To thrive, we much incorporate new ways of thinking and embrace new practices. As part of this cultural change process, it is critical that all employees of Catholic Charities aspire to the following:

- A commitment to the agency’s mission, vision, and values (“We Do the Right Thing”)_
- A commitment to excellence in everything we do (“We Do Things Right”)_
- A commitment to achieving desired outcomes and measured results (Everything Matters”)_
- A commitment to innovation and to what is possible (“Creativity and Generativity”)_

**JOB RESPONSIBILITIES INCLUDE**:
**CEO Support**
- Communicates directly, and on behalf of the CEO, with Board members, donors, staff, and others, on matters related to CCDSD programmatic initiatives.
- Completes various administrative tasks for the CEO, including managing and coordinating an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents and other preparation needed for travel-related meetings.
- Prepare and organize CEO’s daily, weekly, and monthly activities with support and backup materials.
- Initiates outreach for fundraising/meet and greet purposes to a wide variety of potential partners/donors.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
- Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior and other management staff.
- Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues in the environment and keeping the CEO updated.
- Provides leadership to build relationships crucial to the organization’s success and manages a variety of special projects, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO’s ability to lead the company effectively.
- Reviews CEO’s daily calendar to see if he has any offsite visits. If there is one, the Executive Assistant will reserve a company vehicle and manages internal reporting requirements for the same.
- Develop Executive Office budget expenses and forecast budget needs and monitor the budget regularly.
- Coordinate with the IT Manager to correct any computer or phone issues experienced by the CEO or his management team.
- Participates in cross-functional teams meetings as time permits.
- Creates and/or coordinates acknowledgment letters from the CEO to donors.
- Follows up on contacts made by the CEO and supports the cultivation and stewarding of ongoing relationships.
- Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general.
- Ensure that all CCDSD’s manuals and handbooks including each department’s policies and procedures, whether physical or online, are updated and available for the CEO and other team members.
- Ensures there is water, coffee and snacks for all the CEO’s guests including all team meetings.
- Maintains inventory of water, coffee and s

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