Executive Assistant

Position Summary

The Executive Assistant is responsible for providing administrative support to the President & CEO, CFO, and Vice President of Programs to help them be effective representatives and leaders of the organization and by providing excellent customer service to Catholic Social Services (CSS) employees and stakeholders. The ideal candidate will be an experienced executive assistant who is:

• Forward-thinking with ways to advance the mission and keep the President & CEO, CFO, and Vice President of Programs working effectively
• Able to confidently manage up
• Details-oriented and anticipates the needs of others
• Dedicated to making someone else as efficient and effective as possible
• Displays sound judgment and the ability to make good decisions with limited instruction in a fast-paced environment.
• Has a “can do/will do” attitude and the ability to pivot as needed
• Maintains confidentiality as appropriate

Key Responsibilities

Support the President & CEO, CFO, and Vice President of Programs

• Maintain President & CEO, CFO, and Vice President of Programs schedules by coordinating calendars with people inside and outside of the organization, scheduling commitments to maximize their productivity and efficiency, gathering materials to facilitate the preparation of the President & CEO, CFO, and Vice President of Programs, and assuring appropriate time scheduled to complete work tasks.
• Manage projects for the board, President & CEO, CFO, and Vice President of Programs by ensuring that deadlines are established and adhered to and by updating and following up on delegated tasks to ensure projects are completed on time.
• Create a hospitable and productive environment by welcoming visitors and arranging the food, IT, and materials for Executive Office meetings, dinners, and other functions.
• Prepare and complete expense reports, check requests and invoices, and coordinate Executive Office budget.
• Draft correspondence, reports, minutes, proposals, and other written correspondence as needed, and manage incoming mail and telephone communication.
• Organize and maintain electronic files for President & CEO, CFO, and Vice President of Programs.
• Make travel arrangements, hotel accommodations, and itineraries.
• Other duties as assigned by the President & CEO, CFO, and Vice President of Programs.

Support the CSS Board of Directors

• Attend all board and committee meetings and keep projects moving by developing accurate, timely minutes, by identifying and following up on key decision items.
• Assist CEO and Vice President in the preparation of board materials and presentations, distribute board packet for all board and committee meetings, and maintain a file of all meeting materials.
• Ensure board members have all of the information and materials that they need to participate in the meetings. Provide excellent customer service, answer their questions and facilitate their participation.
• Responsible for logistics of all board meetings, secure meeting location, arrange for hospitality, gather materials, set up IT, and ensure a quorum will be in attendance.

Education and Experience

Minimum of Associates Degree or some college/significant experience, bachelor’s degree preferred. Three or more years of professional administrative/executive assistant experience.

Competencies

Technical Skills

• Technologically Fluent
  • Must be computer savvy and proficient with a range of computer software and platforms, including Zoom, MS Outlook, Word, Excel, PowerPoint, and TEAMS.
  • Ability to implement small software programs, e.g. Zoom.
  • Ability to arrange and manage IT during meetings.
• Project Management
  • Complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; adjusting plans.
  • Ability to manage up, e.g. President & CEO, CFO, and Vice President of Programs, Executive leaders, board members, and skilled volunteers effectively.
• Highly Organized and Detail Oriented
  • Excellent calendar and files management skills, including the coordination of complex executive meetings.
  • Strong time-management skills, be exceedingly well organized, detail-oriented, and have the ability to manage multiple projects and follow through on issues in a timely manner.
  • Ability to create, document, execute and teach others processes to facilitate the efficient consistent practice of regular responsibilities.
• Comprehension and Professional Writing
  • Strong oral and written communications abilities, with a professional writing style appropriate for executive correspondence, reports, and board minutes.
  • Excellent comprehension skills, ability to summarize key points of a discussion, follow instructions clearly and help move the discussion forward by following up.
• Hospitality
  • Demonstrate unconditional positive regard to employees, clients, board members, volunteers, donors, and funders and conduct all aspects of job responsibilities with a focus on exceptional customer service.
  • Create a meeting and event atmosphere in which participants are comfortable and have everything they need to participate effectively.
  • Facilitate executives’ capacity to manage key relationships, including the board and donors, by setting up meetings, facilitating follow-up, and helping mark significant events.

Soft Skills

• Respect and contribute to the organization’s mission, vision, values, and Catholic identity in this professional role.
• Provide excellent customer service.
• High level of integrity and ability to uphold a standard of confidentiality and reliability.
• Have a Growth Mindset, able to adapt to changes, bring curiosity, possibility, and a can-do spirit to challenges.
• Ability to work independently with little or no supervision.

About Catholic Social Services

Mission: Motivated by faith, Catholic Social Services helps poor and vulnerable seniors and families reach their potential.

Vision: Catholic Social Services envisions a world in which all who are in need are able to meet their potential to live with dignity, hope, and purpose.

Values

• Impact – We serve in ways that have a lasting effect on our clients and that make our community stronger for everyone.
• Compassion – Inspired by a God who identifies with “the least of these,” we enter into places of poverty and pain to respond to the suffering of others.
• Courage – We demonstrate the mettle needed to overcome fear, difficulty, hardship, or the status quo while venturing toward a better future.
• Excellence – We are good stewards of the trust and resources given to us by holding ourselves to the highest standards of quality, efficiency, and sustainability.

Overview

Catholic Social Services is a faith-based, multi-service, social service agency that has been serving families and seniors in central and southern Ohio for 75 years. Catholic Social Services helps working-poor families stabilize and become self-sufficient through case management, mental health care, and emergency assistance. We help low-income seniors age with grace and independence through supportive services and community-impact opportunities.

In 2019, Catholic Social Services’ 14 programs helped 35,000 people in our 23-county region, and we partnered with hundreds of corporations, public entities, nonprofits, and human service providers to help more CSS clients reach their full potential.

Catholic Social Services is an Equal Employment Opportunity, Affirmative Action Employer and is committed to building a diverse and inclusive workforce to reflect and provide culturally responsive services to a diverse community.

Process of Candidacy

Please direct all inquiries, resumes, and candidate nominations to Terri Hurtt.

Terri Hurtt, PHR

Director, Human Resources

Catholic Social Services

614.857.1214 (office)

[email protected]