The Executive Assistant performs administrative, organizational, and support services for the President, the Board of Directors, and its committees.
Responsibilities
- Executive Support - Assist President with all aspects of Foundation business:
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- Oversee all scheduling of appointments and manage daily calendar. Set recurring meetings with key staff, board, and Archdiocese leadership as directed.
- Oversee preparation for all appointments and meetings (e.g. agenda, hospitality, research, presentations. Schedule any sessions needed to prepare for appointments).
- Manage activities and projects in which the President is involved, keeping them informed of project status, next action steps, and timelines.
- Interact with key CCF constituents on behalf of the President.
- Manage President's correspondence and filing, ensuring clarity, accuracy, sensitivity, and confidentiality of all communication undertaken on behalf of the President.
- Serve as gatekeeper - interface with Board and staff members, schedule times for individual staff to meet with President rather than interrupt workflow.
- Meet regularly with President to understand their goals and initiatives, as well as to update them on status of in-progress and upcoming activities and projects.
- Board/Committees - Provide administrative support to the Board of Directors and all of its committees:
- Key staff liaison, along with the President, to the CCF Board of Directors with special attention to Executive, Strategic Planning, and Governance Committees.
- Oversee preparation for all Board and committee meetings (e.g. scheduling, agenda, confirmation of quorum attendance, hospitality, PowerPoint presentations as needed). Confirm locations/technology at meeting sites.
- Work with CCF executive leadership team to create and publish quarterly Board reports and committee materials via the Board portal, serving as primary Board liaison for the portal.
- Communicate with Board and committee members as needed between meetings.
- Attend assigned Board and committee meetings and prepare concise and accurate minutes, in accordance with corporate record best practices.
- Track all Board and committee action items for follow up and discuss with President to determine next actions.
- Oversee and maintain corporate record of all Board and committee actions.
- Other duties as assigned.
- Event Management - Oversee the planning and implementation of board related events.
- Presentations - Prepare presentations for Board and other events where CCF President has responsibilities.
- HR Support - Partner with VP of Finance and Administration on Performance Review Coordination, and Onboarding processes and assist with other HR projects as they arise.
