Job Details

Executive Assistant

Catholic Charities, Portland, OR, USA 97202

Job - Non-Profit

Close Date: 01/30/2018

Executive Assistant

Full time; Exempt

Reports to: Executive Director


Position provides high-level administrative and project management support to the Executive Director and Board of Directors and its Committees. The Executive Assistant serves as liaison to the Catholic Charities Board of Directors, its member agencies, the Archdiocese, and senior management; organizes and coordinates executive outreach and external relations efforts; and supervises special projects.


Works closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Tracks special projects identified by the Executive Director and pursues them to completion.
Communicates directly, and on behalf of the Executive Director, with Board members, donors, and other external stakeholder.
Provides a bridge for smooth communication between the Executive Director and internal departments; demonstrating leadership to maintain credibility, trust and support with management.
Serves as a key member of staff meetings and confidante to the Executive Director to keep abreast of current developments in programs and services.
Completes a broad variety of administrative tasks for the Executive Director, including managing the calendar of appointments; completing expense reports; composing and preparing correspondence; compiling documents for meetings; maintaining filing systems and general recordkeeping.
Organizes the archives of the Executive Department, including its permanent records.
Supports the Board of Directors and the Executive Director by scheduling quarterly board meetings, tracking board action items, creating board agendas, serving as recording secretary for the Board, preparing official meeting materials, and maintaining permanent records of minutes and resolutions in the Executive Office.
Supports the Board Committees by scheduling meetings, creating agendas, and preparing committee materials in collaboration with the Executive Director.
Gathers data from Catholic Charities' member agencies for the Catholic Charities USA Annual Survey for submission by the Office of Quality and Program Evaluation.
Helps to coordinate staff events as assigned by the Executive Director, and in collaboration with Human Resources.
Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
Other duties as assigned.


Bachelor's degree required and/or equivalent years of experience.
Deep appreciation for charitable works.
Minimum of three years' experience working as an Executive Assistant or Administrative Assistant, preferably in a non-profit environment; supporting senior level management, as well as a Board of Directors.
Proficient in Microsoft Office (Word, Excel, PowerPoint, Publisher and Outlook) and Adobe; demonstrated experience with preparation of presentation materials and spreadsheets.
Strong ability to organize and prioritize work, be proactive, strategic, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner; excellent attention to detail.
Ability to communicate concisely and effectively, both verbally and in writing.
Demonstrated ability to maintain high degree of confidentiality, discretion, and professionalism.
Ability to work effectively and collaboratively in a team environment, with the ability to also be extremely effective independently.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, community partners and donors.
Ability to greet and work with members of diverse ethnic and cultural backgrounds.
Bilingual, English/Spanish, preferred.
Ability to effectively promote organizational mission and values.
Valid driver's license and automobile insurance at agency-required levels.
Successful completion of civil, criminal and motor vehicle background checks.

COMPENSATION: Commensurate with skills and experience. Competitive benefits package, including: 100% employer paid health insurance (employee portion), disability, life insurance, paid time-off, 12 paid holidays, retirement plan, free parking and more.

TO APPLY: Please submit a cover letter and resume at:


For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

Complete details: