DIOCESE OF ALLENTOWN
Executive Administrative Assistant, Catholic Charities
Position Description
Job Title: Executive Administrative Assistant
FSLA: Exempt
Position Type: Full Time; 37.5 hours/week
Working Days/ Hours: Monday- Friday 8 AM- 4PM; occasional nights and weekends may be required.
Department/ Group: Administration
Accountability: Reports to the Managing Director
Location: Lehigh/Northampton In-Office
Travel Required: Regional
Summary
The Executive Administrative Assistant performs administrative duties for the Managing Director, the Leadership Team, and the agency's Board of Directors as directed by the Managing Director. The Executive Administrative Assistant also coordinates the facility management for all service locations.
Duties and Responsibilities
- Performs duties of a highly confidential nature, including the preparation and reception of reports, memoranda, and materials dealing with finance, budget, and activities of professional personnel.
- Maintains the personnel files of all employees. Manages employee orientations for the agency.
- Creates and distributes correspondence as needed by the Managing Director and Assistant Director of Mission and Quality Assurance.
- Represents the Managing Director for routine administrative matters. Composes routine correspondence independently.
- Prepares various surveys and reports (statistical or other) for the agency, funders, or diocese.
- Acts as the office manager in maintaining good order in the Lehigh/ Northampton office. Handles sales representatives, solicitors, and building facility issues.
- Serves as administrative support for the Board of Directors. This includes taking minutes at board meetings, sending out notices, preparing board materials, preparations for meetings, notifying board members of meetings and handling follow-up requests after meetings.
- Assists with the donor acknowledgement process including preparing receipt letters accurately and according to protocols.
- Assist with organization of, and attend special events, including evenings and weekends.
- Other duties as assigned.
Minimum Educational Qualifications
- Post High School degree in an appropriate field or the equivalent in work experience.
- Due to the nature and mission of the Catholic Church, all employees are bound to exhibit respect for the teachings and discipline of the Church in regard to matters of faith and morals.
- Ability to preserve confidentiality, maintain and nurture relationships over the phone, technology, and in person.
- Excellent command of spoken and written English and the ability to compose reports and correspondence.
- Able to appropriately handle multiple tasks at one time while maintaining attention to detail.
- Ability to work well as part of a team and prioritize tasks.
- High proficiency in all Microsoft Office applications.
Physical Demands
Working Conditions
- General office setting, some community settings.
- Must be willing/able to drive anywhere within the 5 counties of the Diocese of Allentown and on occasion outside of the Diocese of Allentown.
- Must demonstrate respect and professionalism in all interactions with staff, clients, volunteers, and donors.
- Normal work hours are Monday through Friday, 8:00 to 4:00pm.
- Prior to start date, all Safe Environment Clearances must be received and reviewed, including FBI fingerprint, Pennsylvania State Police and Pennsylvania Department of Health and Human Services clearances. All clearances must be renewed in accordance with Diocese of Allentown and/or Commonwealth of Pennsylvania for duration of employment.
- Prior to start date, completion of Protecting God's Children Training (PGC) and monthly online bulletins, as well as any recertification, for the duration of employment.
- Any additional requirements implemented by the Diocese of Allentown, the Commonwealth of Pennsylvania or specific grantors, for the duration of employment.
Additional Notes
The above statements are intended to describe the general nature and level of work being performed by staff assigned to this job. They are not intended to be an exhaustive list of all responsibilities and duties of staff so classified.
Interested applicants must submit a cover letter and resume via iSolved Hire or to the following:
Andrea Neagle
Email: aneagle@allentowndiocese.org
EOE M/F/D/V
