OVERALL RESPONSIBILITY
This position performs Executive Assistant duties to the CFO and assists the Controller and Parish Finance Offices as directed by the CFO.
Essential Duties And Responsibilities
- Assists the Chief Financial Officer by anticipating needs for maximum efficiency and impact with all communications, tasks, meetings and special projects for the finance department.
- Strong understanding of MS Office products, Acrobat Adobe, and Outlook.
- Schedules appointments and proactively manages outlook calendar; reviews and responds to emails, calendar events, coordinates meetings, sets up conference calls and coordinates meeting arrangements.
- Demonstrates professionalism and courtesy in representing the Diocese through interaction with vendors, constituents, donors and co-workers.
- Handles multiple priorities and deadlines with exemplary follow-through and confidentiality.
- Manages incoming telephone calls, electronic and paper mail, taking initiative to manage inquiries from inception to completion; provides information, follows through and handles correspondence for review, and/or direct inquiries to proper finance team members.
- Performs a variety of administrative functions, prepares correspondence, analysis, reports, memos, and presentations; creates and maintains files; sends faxes, letters, and emails on behalf of the Chief Financial Officer and may provide assistance to the Accounting, Parish Finance, and Internal Audit departments.
- Occasionally attends meetings and takes minutes.
- Prepares and maintains accounting documents and records including journal entries, account reconciliations and general ledger account review.
- Determines new ways to perform job duties more efficiently and/or work processes and implements appropriately.
- Occasional meetings such as Diocesan Finance Council (Quarterly), Parish Finance Council Chair (Annual), which usually occur in the evenings.
- Prudent usage of Artificial Intelligence tools for research, data compilation and other tasks
- Other duties as assigned.
Qualifications And Requirements
- BA/BS or equivalent experience in Administration.
- Minimum of 4+ years of Administrative Experience; Experience as Executive Assistant preferred
- Extensive knowledge of Microsoft Office, Word, Excel, and PowerPoint
- Completes work in a timely, accurate and thorough manner requiring minimal oversight.
- Ability to work collaboratively with diverse groups.
- Ability to handle multiple tasks effectively under pressure.
- Strong work ethic and desire to exceed expectations.
- Solid organizational, problem solving and time management skills.
- Conscientious and highly organized with sharp attention to detail
- Excellent communication skills (written and verbal) with all those the position interacts with.
- Ability to meet deadlines and maintain confidentiality.
- Prior experience in the Catholic Church or a not-for-profit, preferred.
- Understand and respect the Mission of the Catholic Church.
