Executive Assistant

Job Description

The C-Level Executive Assistant manages a wide variety of administrative and executive tasks that support the day-to-day activities and strategic initiatives of the CEO, the Executive Team, and the organization. The position is responsible for ensuring that the Executive Office operates in a manner that increases the ability of the CEO to focus on organizational priorities, external activities and relationships. He or she must be able to interact with all levels of staff and volunteers in a fast-paced environment, sometimes under pressure, remaining flexible, proactive and with a high level of professionalism and confidentiality.
JOB RESPONSIBILITIES:
• Manages the CEO's calendar and calls requiring interaction with both internal and external constituents, involves coordination of a variety of regular and complex meetings and ensures appropriate follow-up.
• Prioritizes CEOs daily tasks; manages flow of information/communication that needs attention.
• General correspondence with thank you notes or other similar administrative requests.
• Coordination of meetings, creating PowerPoint presentations, coordinating monthly reporting, use of Excel spreadsheets and ordering equipment, etc.
• Arrange on- and off-site meetings, events, appointments and travel for departmental leadership with supporting materials as needed.
• Ensure that executive leadership is informed of priorities, deadlines and challenges.
• Using Raiser's Edge and other metric software, assists Executive Team in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.
• Arrange teleconferences, domestically and/or internationally.
• Independently perform special projects that require a combined knowledge of administrative needs and technical operations.
• Complete accurate and detailed leadership department expense reporting and other departmental reports.
• Respond to a wide variety of requests for information, policies and procedures and executive action. Analyze needs and problems and determine approach and priority.
• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.
• Track internal and external contacts and maintain a contact database.
• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.
• Maintain confidentiality in all aspects of team and company information.
• Operate independently with minimal supervision.
• Performs other duties as required.
EDUCATION:
Minimum Bachelor's degree
EXPERIENCE:
Minimum of 10 years' experience in C-Level Executive Administration, including experience in working with Boards and non-profits.
KNOWLEDGE:
• In-depth knowledge of office procedures;
• Experience exercising discretion and confidentiality with sensitive information;
• Proficient in Microsoft Word Applications (Word, Excel, PowerPoint and Outlook);
• Ability to create and modify various reports and presentations as requested;
• Effective at project management, including working independently as a self-starter;
• In depth knowledge of Raiser's Edge RENXT and FENXT
SKILLS:
• Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities and varying workloads.
• Ability to observe strict confidentiality in all aspects of services provided.
• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external constituents.
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds.
• Advanced experience in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel and Outlook.
• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through.
• Proven ability to work independently.
• Project management skills.
• Strong organization and prioritization skills, demonstrated history of successfully managing multiple concurrent initiatives and maintaining one's own workflow.
• Advanced experience with Raiser's Edge, RENXT and FENXT software.
Demonstrated ability to meet project deadlines.
• Ability to effectively exercise discretion and judgment in handling confidential/proprietary information.
• Ability to anticipate needs, resourcefulness and responsiveness are essential.
• Ability to consistently strive for excellence and exercise good judgment.
• Dependability, dedication and independence.
• Excellent attention to detail, organizational skills and the ability to meet deadlines. Must have excellent time and task management skills.

This is a full-time, salaried, in-person position with a range of $65,000 to $80,000 plus benefits. To apply, please send resume and cover letter to marlene.galdi@cammonline.org.

About the Employer

Join a team that makes a positive impact around the globe. The Central Association of the Miraculous Medal's (CAMM) headquarters in Philadelphia serves people across the US and in 142 countries worldwide.
Since 1915, CAMM has dedicated itself to spreading the devotion of Mary and her Miraculous Medal. We support the work of the Vincentians of the Eastern Province of the United States who serve the most vulnerable of society, and we ensure our faith will move forward in the future through our Beyond SundayR program and the Basilica Shrine of Our Lady of the Miraculous Medal. For a review of the position and more information about CAMM and the Basilica Shrine, visit our website at: https://miraculousmedal.org/employment-opportunities/