Executive Administrative Assistant - Jefferson City, MO

Description

Title:

Executive Administrative Assistant

Reports to:

Executive Director

FSLA Status:
Non-Exempt

Job Status:
Full-time (hours/week)

Salary Grade:
Grade 4

The Executive Administrative Assistant plays a vital role in supporting the leadership team at Catholic Charities of Central and Northern Missouri by ensuring efficient administrative operations, effective communication, and organized coordination across the agency. This position provides high-level administrative support to agency leadership, assists with board and committee preparation, supports HR-related administrative processes, and contributes to development and data entry functions.

This role requires a highly organized, detail-oriented professional who can manage multiple priorities with discretion, professionalism, and confidentiality. The ideal candidate demonstrates strong communication skills, excellent time management, adaptability, and the ability to support a fast-paced nonprofit environment.

• Provide administrative support to the leadership team, including calendar management, scheduling meetings, coordinating correspondence, and preparing documents and reports.
• Organize and prepare materials for board meetings, leadership meetings, committees, and other agency events.
• Coordinate travel arrangements, meeting logistics, and follow-up communication as needed.

• Support HR-related administrative processes including onboarding, orientation scheduling, offboarding, interview coordination, and maintaining personnel documentation.
• Assist with new hire preparation, training logistics, and ensuring employees receive necessary onboarding resources and information.
• Maintain organized filing systems and confidential records in compliance with agency standards and policies.

• Assist the development team with data entry, database updates, donor records, and administrative tracking needs.
• Serve as a professional point of contact for internal and external stakeholders while maintaining confidentiality and professionalism.
• Support agency operations through strong organization, communication, problem-solving, and other administrative duties as assigned.

• Full-time staff members must be present at their assigned work site Monday through Friday, typically from 8:00 AM to 4:30 PM. Core working hours may vary depending on the role and program needs.
• Participates effectively as a team member through communication, cooperation, information sharing, and problem-solving.
• Attends and participates in staff training, meetings, activities, and programs as required.
• Utilizes common software and digital applications (Microsoft Office suite, Outlook, Teams, time-keeping software, etc.).

May assist with coordination or supervision of volunteers, interns, or administrative support functions as assigned.

Associate’s degree or equivalent experience preferred. Minimum of 3 years of experience in administrative support, office coordination, human resources support, development support, or related fields preferred, ideally within a nonprofit or mission-driven environment. Experience with onboarding processes, data entry, scheduling, and maintaining organized records is strongly preferred.

None required. Human Resources, administrative, or nonprofit-related certifications are a plus.

• Must successfully pass the Family Care Safety Registry and criminal background check and complete the Protecting God’s Children VIRTUS training session.
• Possess a valid driver’s license and meets agency…