Executive Assistant

Job Description

SUMMARY
The Executive Assistant enhances the effectiveness of The Koch Foundation administration by coordinating and providing professional administrative support services to the Executive Director. In addition, the Executive Assistant serves as the Receptionist for the foundation, and as first point of contact for all inquiries.

ESSENTIAL REQUIREMENTS, DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Assists the Executive Director by providing general administrative and support duties (correspondence, communications, calendaring, travel arrangements, follow-up, etc.).
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics whether by scan, fax, or e-mail.
• Ensures that the Executive Director and appropriate personnel are apprised of developments and situations, exercising good judgment and ensuring confidentiality is maintained in all areas of responsibility.
• Coordinates, sets-up, and assists with administrative needs for board of director's and committee meetings, conferences, and other events as needed.
• Prepares reports by collecting information and data.
• Maintains personal contacts, files and documents.
• Maintains the Executive Director's calendar.
• Attends required meetings and gatherings, taking meeting minutes and offering assistance as needed.
• Develops and maintains effective records and information management systems, including a current and accurate filing system for all partner organizations and grantees.
• Opens and distributes daily mail and makes determination as to importance and priority; organizes work by reading and routing correspondence, collecting information; initiating communication.
• Ensures timely and professional communication with staff and members of the board of directors.
• Assists in the processing of grant applications, providing support to the grants manager and grants assistant.
• Contributes to team effort by accomplishing related results as needed.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
Bachelor's Degree preferred; minimum of 2 years at the Executive Secretary/Executive Assistant level; and/or 1 year as an office supervisor or office manager. Must have experience in technology-based office management and office support. Requires proven multi-tasking capabilities. Ability to effectively prioritize tasks and time demands. Proficient in Microsoft Word, Outlook, and PowerPoint; working knowledge of Excel. Requires excellent writing skills. Must possess a heightened sense of confidentiality. Must be able to work well with various personalities within the Catholic Church.

OTHER SKILLS and ABILITIES
• A high level of organizational and interpersonal skill is required.
• Ability to pay attention to detail and work well with others is required.
• Must have the ability to manage and to present oneself professionally.
• Ability to communicate effectively with fellow staff and partner organizations/grantees.
• Ability to effectively communicate with the board of directors. Confidentiality is essential.
• Ability to apply basic mathematical concepts such as adding, dividing, and multiplying.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

WORKING CONDITIONS
The working hours of this position are somewhat flexible and adhere to company policy. Must be willing to work in conditions of stress and function well under pressure.

PHYSICAL REQUIREMENTS
The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds).

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.

About the Employer

Our mission is built on Carl and Paula Koch's vision to strengthen and propagate the Roman Catholic faith by providing grant support for a wide variety of evangelization efforts.