Executive Administrative Assistant, Catholic Charities – Northampton/Lehigh Office

Position Summary:           

The Executive Administrative Assistant performs clerical and administrative duties for the Executive Director, the Leadership Team and the agency’s Board of Directors as directed by the Executive Director.  This full-time (37.5 hours/week) position also coordinates facility management for the agency.

Essential Duties and Responsibilities:

  • Performs confidential duties, including preparation of reports, memoranda and materials related to finance and budget and activities of professional personnel.
  • Coordinates activities for the Executive and Leadership Team.
  • Maintains Catholic Charities employee personnel files.
  • Prepares and distributes correspondence for the Executive Director and Leadership Team.
  • Represents the Executive Director for routine administrative matters including preparing correspondence and reports.
  • Responsible for preparing and processing various surveys and reports (statistical or other) for the agency, funders, or the diocese.
  • Acts as the office manager in maintaining good order in the Lehigh office.  Handles sales representatives, solicitors, and building facility issues.
  • Assists the Rachel Vineyard Coordinator to prepare retreat materials.
  • Serves as administrative support to the Safe Environment Coordinator.
  • Serves as administrative support for the office of the Secretariat for Catholic Human Services.
  • Takes and prepares minutes for PQI meetings and other meetings as required.
  • Compiles records as needed to remain in compliance with all policies, procedures, funders, the Diocese and requirements for historical preservation.
  • Serves as administrative support for all actions related to the Board of Directors including taking minutes, sending notices, preparing board materials, and handling follow-up requests.
  • Responsible for leading the donor acknowledgement process including preparing receipt letters according to protocols and ensuring the process is complete and accurate for all donations.
  • Oversees online registration processes for donors, funders, and other various entities as needed.

Competencies:

  • Excellent verbal and written communication with ability to compose reports and correspondence.
  • Excellent interpersonal skills and organizational skills.
  • Ability to maintain confidentiality and nurture relationships over the phone, by email, and in person.
  • Ability to work independently, multitask and prioritize work while maintaining attention to detail.
  • Must be proficient with Microsoft Office, including Word, Excel and Publisher.
  • Education and/or Experience:
  • Degree or certification in relevant field, plus 3+ years related work experience or the equivalent combination.
  • Bilingual preferred (English/Spanish), but not required. 
  • Additional Requirements:
  • Sound moral character and willingness to work within the guidelines of the Catholic Charities’ mission, values, and ethical norms.

Interested applicants should submit a cover letter and resume to: 

Diocese of Allentown
Catholic Charities,
P.O. Box F
Allentown, PA 18105

resumes@allentowndiocese.org

EOE M/F/D/V