Senior Executive Assistant Job Spokane area,Washington USA,Administrative/Clerical

Cover Letter Requirement

Candidates must submit a cover letter to be considered for this position.

Benefits

FREE Employee Medical Insurance
FREE Employee Dental Insurance
FREE Employee Vision Insurance
Sick leave (8 hours per month)
Vacation (Minimum of 2 weeks paid vacation)
Discounted health memberships
Retirement (Employer contribution - 3% contribution and an additional 3% employer match)
FREE Long-Term Disability Insurance
FREE Life Insurance
13 Paid Holidays

Mission of Catholic Charities

Feed the hungry, heal the hurting, welcome the stranger.

EEO Statement

CCEW is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex, gender, race, ethnicity, national origin, citizenship, immigration status, religious affiliation, marital status, military veteran status, age, pregnancy, sexual orientation, gender expression or identity, disability, genetic information, or any other basis protected by law.

Job Summary

This position provides high-level administrative support for senior management, acting as a crucial partner in operational efficiency. Key responsibilities include complex project and meeting coordination, calendar management, travel coordination, communication screening, and document preparation. This position requires exceptional ethical discretion/confidentiality, proactive problem-solving, advanced critical thinking skills and ability to manage multiple variables, workflows and prioritize executive tasks with a high level of proficiency.

Job Duties /Responsibilities

Calendar & Email Management:
Coordinating complex meetings, managing professional/personal calendars, and handling inbox prioritization and communication to ensure timely responses with 24-48 business hours.

Strategic Gatekeeping:
Acting as a liaison between the executive management and staff, stakeholders, and clients.

Document Preparation:
Creating reports, drafting memos, and putting together PowerPoint presentations and spreadsheets.

Prepare, type, proofread and make copies of a variety of items including proposals, contracts, reports, agendas, minutes and other documents.

Meeting Preparation, technology coordination and post-meeting workflow coordination:
Preparing relevant information for meetings; coordinating calendaring for impacted parties; supporting the use of technology during meetings; note-taking and providing outputs of actions post-meetings; tracking deadlines associated output; coordinating meal ordering and delivery, as needed.

Communication & Liaison:
Exceptional customer service skills; screening calls, acting as a liaison between the executive and stakeholders/employees, drafting correspondence and triaging/referencing to relevant resources and departments.

Develop marketing flyers, resident handouts, and digital materials to support leasing efforts and resident communication.

Administrative Support:
Handling expense reports, organizing files, ordering supplies, and taking meeting minutes.

Travel & Logistics:
Booking flights, accommodation, transportation, and planning itineraries.

Special Projects:
Overseeing specific initiatives or operational projects; conducting research and providing project management for special projects as assigned.

Support aspects of administrative grant oversight, including and not limited to: reviewing the integration of contractual obligations, funding workflows and other grant-specific administrative tasks as assigned.
Audit service delivery interventions for alignment and incorporation of Continuous Quality Improvement measures.

General office management:

Mail, pick up, sorting, metering, and staging outgoing mail.
Assist with job references for open positions.
Assist with Anniversary and Birthday recognition.
Maintain inventory and order/purchase office supplies; arrange for equipment maintenance; process work orders for facilities repairs/needs.
Ability to flex schedule around critical deadlines and events required.
Order Business cards/name badges.
Manage vendor relationships/contracts.
Maintain organization/cleanliness of storage and file rooms.
Prepare reimbursement paperwork, codes. Processes check requests/invoices.
Oversee assigned MS Suite functions, online organizational filing systems, etc.
Compile statistical program and other report information for Housing Leadership Team, board meetings, funders, etc., as needed.

Database & Operating Systems:

Demonstrated proficiency in systems, including but not limited to Microsoft Office 365 Suite, Salesforce and HMIS.

Reviews, updates, and produces reports and presentation materials from a variety of agency databases and software platforms to perform job functions.

Uses appropriate administrative, fiscal, physical, and technical safeguards to ensure the confidentiality, integrity, and security of CCEW/CHV client protected health information (PHI), per regulations outlined in HIPAA.

Demonstrated exceptional integrity and discretion in…