Executive Assistant


Executive Assistant


Position Description

The Executive Assistant is responsible for providing administrative support to the Executive Director and Administration.

Financial Responsibility

  • Receive and log all Agency donations (cash and checks) and submit to business office for deposit.

Supervisory Responsibilities

  • Supervise, coach and train administrative support staff.

Essential Responsibilities

Office Management:

  • Prepare and edit correspondence, communications, presentations and other documents.

  • Design and maintain databases.

  • File and retrieve documents and reference materials.

  • As needed, conduct research, collect and analyze data to prepare reports and documents.

  • Monitor, screen, respond to and distribute incoming communications.

  • Answer and manage incoming calls.

  • Receive and interact with incoming visitors.

  • Co—ordinate project-based work

  • Review operating practices and implement improvements where necessary.

Executive Support:

  •  Manage and maintain executive director’s schedule, appointments and travel arrangements.

  •  Arrange and co-ordinate meetings and events.

  •  Record, transcribe and distribute minutes of meetings of EMT and Corporate Board

  •  Act as a liaison with internal staff at all levels.

  •  Assist and interact with external clients.

  •  Keep management apprised of any issues, problems or potential conflicts so that prompt investigation and resolution can occur.

Education, Experience and Skills:

  • Associate’s degree (A. A.) or equivalent from two-year college, BS or BA degree preferred, or technical school.

  • Three years related experience providing support at an executive management level or equivalent combination of education and experience.

  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office, PowerPoint, Excel spreadsheets, donation databases, and graphic presentation software.

  • Knowledge of standard office administrative practices and procedures.

  • Must be able to multi-task and is detail-oriented.

  • Excellent organizational and planning skills.

  • Ability to provide confidential administrative support to Executive Director.

  • Exceptional communication skills, judgement and decision-making ability.

  • Excellent written and verbal communication skills.

  • Ability to read and interpret documents such as routine correspondence, safety rules, polices and procedure manuals.

  • Ability to write routine reports and correspondence.

  • Ability to speak effectively before groups of visitors or employees of the agency.

  • Must be able to work proactively and anticipate future needs or obstacles before they arise.

  • Demonstrate initiative in the work environment.

  • Flexible and team player.

Certificates, Licenses, Registrations:

  • Valid California Driver License and DOJ/FBI live scan clearance required for position.

Physical Demands:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

FLSA Status: Non-Exempt
Time Commitment: Full-time – 40 Hours
Salary: $19.00 – $22.00

How to Apply

Email Resume to:



Catholic Charities
Human Resources
PO Box 121831
San Diego, CA 92112-1831


619 232-3807


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