Job Details

Executive Assistant to the Executive Director

Catholic Charities, Portland, OR, USA 97202

Job - Corporate/Business

Close Date: 12/23/2018

Executive Assistant to the Executive Director


Full-Time Exempt

Reports to: Executive Director


Catholic Charities is a successful, growing and dynamic faith-based non-profit agency that partners with the most vulnerable to create lasting solutions to poverty and injustice. The Executive Assistant (EA) is a senior-level, integral member of the Executive Team of Catholic Charities and the primary staff support to the Executive Director (ED). The EA supports and integrates the work of the Executive Director, Board of Directors, and Senior Management Team. The EA is the main staff liaison between the Executive Director and the Board of Directors, and is responsible for handling the effective and timely management of Board meetings and matters. The EA manages the meeting cadence and flow of the board and senior staff, oversees cross functional strategic projects at the direction of the ED, and supports senior management to assure success of the strategic plan. The EA works with Senior Staff, the Board, and other key stakeholders to facilitate their successful engagement with the Executive Director. The EA is flexible and is willing and able to perform varying duties depending on the shifting needs of the ED, the organization and its staff, and the Board.


Provide primary direct support to the ED, including helping the ED to strategically manage time, priorities and relationships.
Meetings and event preparation: manage the meeting calendar of the organization's board and senior management, including preparing for meetings and follow up to meetings, previewing meetings for the week, and assuring agendas and documents are sent to attendees in advance.
Serve as key liaison and staff support to the board of directors of CC, member agencies, and board committees.
Assure organizational governance requirements are met, bylaws adhered to, required minutes, documents are maintained and accessible.
Oversee cross-functional organizational-wide projects and initiatives assigned by the ED and facilitate cross department relationships to enable project success.
Represent the ED, attend key meetings on his/her behalf, brief ED and prepare follow-up reports on all meetings.
Work directly with and support senior managers and teams in all parts of the organization on behalf of the ED to assure major projects and strategic initiatives are succeeding and the ED is well informed of their progress and delays.
Carry out other administrative duties as necessary, which may include tasks such as filing; calendaring; making, receiving, and redirecting phone calls; preparing and submitting expense reports; and arranging meetings.

Participate in trainings and coordination meetings as requested.
Adherence to Catholic Charities policies and procedures.
Other duties as assigned.


Bachelor's degree or advanced degree in Business Administration, Public Administration, Human Services, Healthcare or related field preferred.
5+ years senior executive assistant; project management experience preferred.
Ability to oversee and coordinate the work of a dynamic executive office that is the HUB of organizational planning and execution.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, community partners and donors.
Ability to lead and coordinate collaborative processes involving team members from multiple departments.
Impeccable managerial and interpersonal skills.
Ability to greet and work with members of diverse ethnic and cultural backgrounds.
Bilingual, English/Spanish, preferred.
Ability to work strategically and collaboratively across departments, with Board of Directors, clients and other key stakeholders.
Excellent proficiency in programs of Microsoft Office, such as Outlook, Word, Excel and PowerPoint.
Demonstrate judgment and discretion in dealing with confidential matters.
Commitment to Catholic Charities mission to work in partnership with vulnerable populations to achieve lasting solutions to poverty and injustice.
Must be able to organize and prioritize work, be proactive, take initiative, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner. High attention to detail required.
Excellent written and oral communication skills.
Willingness to learn new skills and take on new responsibilities.
Strong analytical and strategic problem-solving skills.
Ability to work well in team setting, as well as independently; be flexible and adapt well to different dynamics in a fast paced work environment.
Ability to work a flexible schedule, which could include some evenings and weekends.
Ability to support organizational and program specific mission and goals.
Ability to lift 40 pounds.
Travel in the Portland Metro Area required. Must have driver's license, access to vehicle and ability to obtain automobile insurance at levels required by agency (100/300/100).
Satisfactory results from criminal, civil and/or motor vehicle background check required.

COMPENSATION: Compensation is 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: Submit your application, resume and cover letter at

Equal Opportunity Employer

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.

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