Executive Assistant

Job Description

Catholic Construction Services, Inc.
Executive Assistant/Office Manager Job Description

JOB TITLE: Executive Assistant to the Director of Real Estate Development and Office Manager

REPORTS TO: Director of Real Estate Development

PURPOSE: Provide multi-faceted support to the Director of Real Estate Development and CCSI

JOB FUNCTIONS:
• Perform various administrative assistant duties for the Director of Real Estate Development
• Calendar: meeting scheduling both virtual & in-person, reserve and/or set up appropriate meeting space, communicate meeting delays/changes immediately
• CCSI/John/AR "To Do" organization, tracking and implementation
• Create, track and process monthly expenses and expense reports
• Various department and committee meeting preparation, materials compilation and ppt/pdf presentation set-up & display including but not limited to PRC, ABO, Department Overview, Business Manager, Extraordinary Budget Review meetings, etc....
• PRC Meeting Minutes and materials to Finance Council
• Oversee and finalize compilation of annual projects list and selected project pics for CCSI Annual Report
• Schedule and draft agendas for CCSI staff meetings
• Assist the team in finding/implementing new applications and software however needed
• Verify and process CCSI employee expense reports
• Process department payroll approval bi-weekly
• Track CCSI employees and AoA Facility Director sick/vacation days and scheduling
• Inventory office supplies
• Request, order and track office supply shipments to Chancery and employees' domiciles
• Process various office supply vendor invoices and submit to Finance
• Maintain files, tag renewals and pertinent documentation for CCSI automobile fleet
• Due Diligence management: schedule and manage all due diligence responsibilities for land acquisitions and dispositions; surveys, appraisals, environmental testing, title searches, attorney fees, etc...
• Prepare, organize and file real estate contracts and documentation
• Update AoA properties smartsheet
• Process various real estate/due diligence related invoices and submit to Finance
• Process various construction project related invoices and submit to Finance
• Process real estate acquisitions/dispositions Catholic Mutual Notice forms
• Calculate attorney fees per entity each month
• Maintain and update Real Estate transaction information in Access
• Update CCSI project management tools (ie. Staff Resource Chart, PM Mileage, CCSI Approval Stamp, etc.)
• Update CCSI marketing materials and presentations (ie. LCPP resources on web, etc.)
• Submit CCSI Real Estate fees for real estate transactions to Finance
• Facility Inspections management: maintain inspection schedule, review, log, and distribute Facility Inspections as well as process inspection invoices
• Log and forward Safety Inspections to Facilities Inspectors from Catholic Mutual
• Supervise digital file maintenance on M: Drive using the CCSI File Naming Guidelines
• Protocol Letter management: preparation and distribution of Protocol Letters to Archbishop's Office
• Prepare, maintain, and update monthly Access Data Base reports for meetings with the Archbishop, plus distribution of reports monthly
• Assist with preparation and maintenance of department budget
• Any other tasks, assignments, projects, or requests as deemed necessary by the Director

KNOWLEDGE, SKILLS, DEGREES, LICENSES, CERITIFCATIONS:

• Three to five years overall administrative real estate experience (Preferred)
• Five to 10 years overall general administrative skills (Preferred)
• Computer skills as well as knowledge of Word, Excel, Outlook, and Power Point (Required)
• Good technical skills (typing, telephone, etc.) (Required)
• Organizational skills (Required)
• Notary Public Registration (paid for by CCSI) (Required)
• Flexibility with respect to work assignments and hours (Required)
• High school diploma (Required) and some college or technical training (Preferred)

About the Employer

We, the faithful of the Archdiocese of Atlanta, are a people of prayer, love and joy who are dedicated to the salvation of all. As disciples and believers in our Lord and Savior Jesus Christ, we proclaim the good news and grow in faith, hope, love and service to others. We are unified in our commitment to sacramental life, pastoral care and life-long formation in our Roman Catholic faith. We express our love through evangelization, fellowship, Catholic education, social services and charity in the full pursuit of effective discipleship.