Executive Assistant

Job Description

ARCHDIOCESE OF CINCINNATI

POSITION TITLE: Executive Assistant to the Chief Operating Officer

DEPARTMENT: Office of the Archbishop

POSITION SUMMARY:
The Executive Assistant to the Chief Operating Officer serves as the primary contact for administrative and secretarial support for the Chief Operating Officer. Serves as an operational partner to the COO, ensuring meeting readiness, executive follow-through, stakeholder accountability, and proactive management of information flow. Responsible for preparing briefing materials, coordinating pre-reads, validating completeness and accuracy of information received from departments, and ensuring the COO is thoroughly prepared for meetings, presentations, and decisions. The Executive Assistant to the Chief Operating Officer may serve as backup to the other Executive Assistants as needed.

CREDENTIALS & EXPERIENCE:
A minimum of 7 years of experience in advanced secretarial work, Operation or Project Management and a minimum of 5 years in administrative assistance to higher management position(s). Broad general and detailed knowledge of office functions, including advanced computer knowledge. Demonstrated experience supporting C-suite executives, preparing executive briefings, synthesizing complex information, project coordination, and managing multiple stakeholders. Strong writing, critical thinking, and organizational skills required. Knowledge commensurate with the duties and responsibilities. Work experience in diocesan, parish or other religious organizational setting preferred. Knowledge of the Catholic faith essential, knowledge of the hierarchical structure of the Church helpful. Excellent written, verbal, telephone and interpersonal communication skills. Ability to listen. Collaborative work style, initiative and flexibility. Extreme sense of confidentiality.

REPORTS TO: Chief Operating Officer

DUTIES & RESPONSIBILITIES:
1.* Receives, sorts, and opens (as appropriate) all incoming correspondence.
2.* Screens and directly handles calls for the Chief Operating Officer, redirecting or answering inquiries as appropriate. Also handles calls coming in on the main phone line as needed.
3.* Maintains all files for the Chief Operating Officer and the office.
4.* Maintains confidential aspect of all information involving the Chief Operating Officer and offices/entities dealing with the Archbishop and the AOC Pastoral Center.
5.* Provides computer backups of all correspondence and Chief Operating Officer documents.
6.* Maintains Chief Operating Officer's schedule, reviewing and updating this schedule on a daily basis. Strategic prioritization of meetings, preparation requirements, and follow-up workflows.
7.* Responsible for maintaining appointment calendar, scheduling, and coordinating appointments for the Chief Operating Officer.
8. * Prepares comprehensive meeting briefing packets including agenda, pre-reading, background materials, key decision points, attendee profiles, and recommended talking points.
9. * Reviews materials submitted by departments and stakeholders for completeness, accuracy, consistency, and readiness before presentation to the COO.
10. * Tracks action items, commitments, and follow-up responsibilities resulting from meetings and communications and ensures timely completion.
11. * Functions as a gatekeeper and quality-control checkpoint for information, presentations, reports, and correspondence submitted to the COO.
12. * Coordinates executive communications and ensures requested information is received accurately and within established deadlines.
13.* Responsible for assisting, making, and confirming the Chief Operating Officer's travel arrangements, including transportation and accommodation.
14. * May compose and sign correspondence as required.
15 .* Handles the Chief Operating Officer's office financial matters including billing, payment of bills and check requests.
16.* Performs administrative assignments as directed, or in the absence of the Chief Operating Officer.
17.* Performs other duties as assigned.

SUPERVISION RECEIVED: Chief Operating Officer

SUPERVISION EXERCISED: N/A

*DENOTES ESSENTIAL FUNCTIONS OF POSITION

TERMS OF EMPLOYMENT:
Hourly/7 hours per day/35 hours per week
260 Days/12 months

ORGANIZATIONAL RESPONSIBILITY:
Employees of the Pastoral Center of the Archdiocese of Cincinnati will have knowledge of the Catholic faith, a willingness to work for a Catholic, faith-based agency and adhere to the policies of the Archdiocese of Cincinnati. Employees will not publicly oppose the teachings of the Catholic faith nor publicly advocate for any position in conflict with Catholic teaching, or the specific positions of the Archdiocese of Cincinnati or the United States Conference of Catholic Bishops. This requirement includes any public speech, demonstration, or writing, including the use of social media or other digital technologies.

About the Employer

The Mission of the Pastoral Center of the Archdiocese of Cincinnati is to live, serve and empower the enduring Mission of the Universal Catholic Church: To proclaim the word of God, to celebrate the sacraments and to exercise the ministry of charity.