Executive Assistant

Job Description

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

About the Employer

WHO WE ARE: A coalition of service driven community centered programs empowered by the grace of Jesus Christ. We help foster human dignity of the vulnerable in our region through shelter, counseling, education, advocacy, and reverence for life.

WHAT WE DO: CCETN provides services to anyone with demonstrated need, regardless of race, income or religion; we estimate that fewer than 5% of all clients served are Catholic. We welcome opportunities to work collaboratively with other community resources to serve those in need.

WHAT WE BELIEVE: Following the example of service Christ lived on Earth, we promise to be good stewards of the resources entrusted to us. We are guided by the principles of Catholic Teaching including reverence for all life, compassion, and integrity for all people.