Executive Assistant - Chief Operating Officer, Part Time, On-Site on Tuesdays, Wednesdays, and Thursdays

ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our "promote from within" culture. We offer professional development, a comprehensive benefits package, a hybrid work model with both remote and in-office work, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

JOB SUMMARY: The Executive Assistant provides administrative and executive support to the Chief Operating Officer (COO) and Deputy Chief Operating Officer (DCOO). The position involves handling confidential information which requires discretion, diplomacy, and a high level of professionalism.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Provide administrative support to the Chief Operating Officer and Deputy Chief Operating Officer.
  
  
  
  1. Manage electronic calendars, requiring interaction with both internal and external executives and assistants to coordinate meetings.
  2. Prepare, review and summarize reports and documents; prepare background documents as necessary.
  3. Screen phone calls, handle routine inquiries and determine routing based on importance.
  4. Read and process daily mail, copies, faxes, reports.
  5. Compose internal and external correspondence; assist executives with preparation of presentation materials.
  6. Serve as a note-taker for virtual and in-person meetings, prepare agendas, creating summaries and action items.
  7. Create Excel spreadsheets for analytic purposes.
  8. Manage information requests.
  9. Prepare expense reports for the executives.
  10. Create and maintain electronic files.
  11. Coordinate record keeping, track data collection, process invoices in the Realogic system, maintain office supply inventory.
  12. Coordinate logistical arrangements for meetings and workshops including arranging space, equipment, handouts, notices, and agendas.
  
  
  
  
• Notarize Agency documents as required.
• Work collaboratively with department executive directors, managers and other key staff to ensure follow-up and problem resolution. Maintain professional relations with staff, consumers, board members and guests.
• Manage special projects and follow through on issues in a timely manner.

EDUCATION and EXPERIENCE:

• Bachelor's degree.
• 5 years of administrative experience supporting at the executive level.

SKILLS and COMPETENCIES:

• Ability to prioritize and meet deadlines, communicate effectively in written and oral forms. Ability to interact with staff (at all levels) under pressure.
• Team player with strong interpersonal skills. Ability to provide exceptional customer service.
• Catholic Charities operates in a Microsoft 365 cloud-based environment. The ideal candidate will possess the fundamental computer skills necessary for everyday office tasks.