Executive Assistant

The Catholic Education Foundation transforms lives of children and their families by providing scholarships to at-risk students at the lowest poverty levels. The Executive Assistant provides high-level support for Executive Director, senior staff, board leaders and Patrons Committee members.  This position manages the office responding to inquiries and resolving issues, planning and coordinating events/meetings, and organizing calendars and event schedules. The Executive Assistant must be proactive anticipating the needs of the Executive Director, meeting deadlines, facilitating communication and improving the efficiency of the office and requires a high degree of confidentiality, accuracy and attention to detail. This is a full-time (30-40 hours per week) hybrid position with options for both in-office and remote work.
 
Duties and Responsibilities:

• Manage the Executive Director’s correspondence, including opening and responding to in-coming mail, escalating issues as appropriate to the Executive Director or other responsible persons, and may take detailed notes working with the Executive Director to formulate responses to correspondence requiring direct attention.
• Draft written communications on behalf of the Executive Director, proof-reads and edits correspondence. Coordinates meetings between CEF Archdiocese offices and the office of the Archbishop.
• Manage the Executive Director’s schedule, screening phone calls and assisting callers with various requests alleviating their need to speak with the Executive Director.
• Authorize department/office purchases within approved parameters.
• Schedule and organize Board, Executive Committee, Finance Committee, and special meetings; prepare notices and calendar invitations; track RSVPs; arrange Zoom logistics; and take minutes for quarterly board meetings.
• Plan and execute donor and leadership events by coordinating the annual Donor Appreciation Mass and dinner with the Archbishop, board holiday reception and school tours for donors and community leaders.
• Partner with database manager and director to conduct donor research and assist with scholarship processing and reporting.
• Implement procedures to improve office efficiency and manage organizational filing systems, including file server, Google Drive and archives.
• Assist Marketing Manager in building and engaging a network of social media supporters, sending group emails, creating weekly social media posts, and supporting additional marketing projects.

• Strong relationship building skills.
• Exceptional verbal and written skills.
• Ability to multitask.
• Highly organized.
• Skilled in problem solving.

• Associate’s degree in Business, Communications, Marketing, Nonprofit Management or related field. Bachelor’s degree preferred.