Catholic Charities of East Tennessee (CCETN) is looking for an experienced Executive Assistant to play a pivotal role in our mission to serve those in need. This is your chance to work at the heart of a dynamic nonprofit, ensuring seamless operations and empowering our leadership to focus on transforming lives.
**** Comprehensive Benefits Package Offered ****
Job Purpose:
The Executive Assistant provides high-level administrative support to the Executive at Catholic Charities of East Tennessee (CCETN). This role requires a highly organized, detail-oriented, and proactive individual who can manage multiple priorities with discretion and professionalism. The Executive Assistant also serves as a liaison to the Board of Trustees, ensuring smooth communication, organization, and documentation of board activities. This position reports to the Executive Director and has no supervisory responsibilities.
Job Responsibilities:
• Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel arrangements
• Schedule and coordinate agency meetings, board meetings, committee meetings etc.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents as needed
• Assist with the preparation of materials for meetings, including compiling data, creating agendas, and distributing documentation
• Ensure that all teleconferencing or virtual meeting platforms are set up and function smoothly for meetings, including testing equipment, troubleshooting issues, and coordinating with IT staff as needed
• Handle confidential information with the utmost discretion and maintain the highest level of integrity in all interactions
• Prepare expense reports for Executive Director
• Track deadlines, projects, and commitments to ensure timely execution of responsibilities
• Act as the point of contact between the Executive Director and internal/external stakeholders
• Serve as the primary point of contact for the Board of Trustees, facilitating communication between board members and the Executive Director
• Prepare board meeting materials, including agendas, minutes, reports, and presentations, ensuring timely distribution to board members
• Ensure board members complete training and documentation required
• Maintain accurate and up-to-date records of board documentation, including meeting minutes, by-laws, policies, and board member information
• Assist in the coordination of board development activities, including orientation and training for new members
• Track board members' terms, responsibilities, and compliance with governance requirements
• Coordinate office operations for senior leadership, including supply inventory, office equipment maintenance, and vendor relationships
• Maintain organizational electronic filing systems and ensure accessibility to key documents
• Support the execution of agency events, including employee functions and special initiatives
• Draft and distribute internal communications from senior leadership as needed
• Manage incoming inquiries to the Executive Director's office and direct them to appropriate staff members as necessary
• Other duties as assigned
Job Requirements:
• Ability to set up meeting spaces, including arranging furniture, configuring audio-visual equipment, and ensuring teleconferencing tools are operational, which may require lifting or moving objects up to 25 lbs.
• Must be able to sit for extended periods and perform repetitive tasks
• Some travel may be required for meetings, events, and board activities
• Must pass all required screenings
• Must maintain a high level of professionalism, integrity, trust, and confidentiality
• Must maintain any training and certification requirements
• Must support the teachings of the Catholic Church and embody our organization's mission and culture through behavior and daily interactions
• Regular and predictable on-site attendance is required
Job Qualifications:
• Bachelor's degree in Business Administration, Communications, or a related field preferred. Equivalent experience will be considered
• Minimum of 5 years of executive-level administrative experience, preferably in a nonprofit environment
• Experience supporting boards and senior leadership teams is highly desirable
• Exceptional written and verbal communication skills
• Strong organizational and time management abilities, with the capacity to prioritize multiple tasks
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams), including the ability to set up and manage teleconferencing systems
• Ability to work independently, handle confidential information, and demonstrate initiative
• Strong interpersonal skills, with a positive and professional demeanor
• Familiarity with nonprofit governance, fundraising, and board support is a plus
