Executive Assistant jobs in Santa Rosa, CA

The Executive Assistant provides high-level administrative support to the Chief Executive Officer, Executive Team members, and the Board of Directors.  Provides high-level administrative support by conducting research, preparing statistical reports, and handling information requests.  Performs routine administrative functions such as preparing correspondences, receiving visitors, arranging conference calls, and scheduling meetings.

The Executive Assistant supports the Catholic Charities Board of Directors in the organization and coordination of activities, special projects, and documents.   The Executive Assistant ensures the smooth flow, tracking, and completion of administrative paperwork, including meeting and logistical support for the members of the Executive Team. 

Essential Functions

1. Organize and coordinate activities, special projects, and documents of the Catholic Charities Board of Directors and Board Committees. Retrieve, manage, and distribute corporate documents, records, and reports.
2. Compile comprehensive information for monthly Board reports. Conduct research, compile data, prepare presentations and papers for consideration and presentation by Executives, Board of Directors, and Board Committees.
3. Attend monthly Board of Directors and Board Committee meetings to record meeting minutes that accurately capture what happened at the meeting and what decisions were made.  Collaborates with the Chief Executive Officer finalize the minutes for the Board of Directors and Board Committee meetings.
4. Manage calendars and correspondences for the Executive Team, especially the Chief Executive Officer. Prioritize and respond to e-mails and calendar invitations as requested.  Read and analyze incoming e-mails, requests, documents, memos, submissions, and reports to determine their significance and plan their distribution.
5. Support the planning and implementation of Executive Team and Leadership Team meetings including calendaring, development of agendas, preparation of materials and documentation, sending agendas, and room and technology setup.
6. Attend Executive Team, Leadership Team, and other meetings as assigned to record meeting minutes that accurately capture what happened at the meeting and action items. Track action items, send follow-up reminders, and record progress.Ensure the smooth flow, tracking, and completion of administrative paperwork, including logistical support for the members of the Executive Team. Provide general administrative support to the Executive Team as needed.
7. Support the Chief Executive Officer and Executive Team with the strategic planning process and quarterly status updates to the Operations Plan.
8. Assist with special projects and communications.
9. Participate in professional development opportunities and in-service training.
10. Support the Mission, Vision, and Values of Catholic Charities in the performance of all essential job functions and responsibilities.

Note:  Catholic Charities considers this position to be a mandated reporter of child abuse and elder abuse.

Other Responsibilities

1. Work with the Diocese of Santa Rosa and local parishes as appropriate and requested.
2. Perform other related duties as assigned.

Agency Culture

It is essential that all employees of Catholic Charities aspire to the following:

• A commitment to the agency’s mission, vision, and values.
• A commitment to excellence in everything we do.
• A commitment to performance and quality improvement.
• A commitment to outcomes and measured results.
• A commitment to innovation and to what is possible.

Education, Experience, and Skills Required

1. High School diploma or High School Equivalency (HSE) and two to four years’ experience working in an environment requiring a high degree of flexibility, diplomacy, discretion with sensitive information, and respect for confidentiality Bachelor’s Degree, preferred.  Four to six years’ of working in a related field work may be considered as a substitution for a bachelor’s degree.
2. Highly organized and solution-oriented with the ability to coordinate many tasks in a fast-paced environment.
3. Intermediate level computer literacy required including experience with Microsoft 365 Suite.
4. Excellent, clear written and verbal communication skills with an attention to detail and accuracy; organization, conflict resolution, and problem-solving skills.
5. Excellent interpersonal skills, cooperative, friendly, proactive, and helpful attitude with clients and co-workers. Ability to work closely with employees at all levels of the agency, external partners, and community members to ensure a positive and constructive environment throughout the Agency.
6. Passion and enthusiasm for the mission of Catholic Charities and its clients.
7. Valid driver license and at least state required minimum of automobile insurance, clear DMV driving record, and ability to provide own transportation. Must be willing and able to travel between agency sites.
8. Must pass DOJ background clearance (fingerprinting) in accordance with the Diocese of Santa Rosa’s policies prior to start of employment.
9. Bilingual (English/Spanish) preferred, but not required.

Equal opportunity employer

Catholic Charities of the Diocese of Santa Rosa is an Equal Opportunity Employer, seeking the best and brightest. Our organization does not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, disability, age, marital status, membership or activity in a local human rights commission, or status with regard to public assistance. We support, educate, create opportunities for, and ensure the wellbeing of our staff for the betterment of those most in need.

CCDSR participates in E-Verify, an Internet-based system that compares information entered by an employer from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and the Social Security Administration to confirm employment eligibility.