Apr 11, 2019

Office Manager / Assistant to the CEO

  • Catholic Benefits Association
  • Castle Rock, CO, USA
Part time General Business Nonprofit Professional Services

Job Description

General Purpose: 

Reporting to the CEO, this person will provide administrative and clerical support to both the CBA and CIC and will be a point of contact with the Board of Directors, Association Members, Prospective and Insured Member/Clients, Church and Community Leaders, Business Associates and others.  A high degree of professionalism, interpersonal skills, productivity, independent thought, and creativity will be required. Familiarity with Catholic Church structure and function is necessary as is an understanding of and adherence to its teachings. Confidentiality in all regards is essential. This person will present a welcoming, caring, and responsive face on behalf of the CBA and CIC.

In addition to the above this person will demonstrate flexibility, and the ability to work cooperatively and respectfully in an environment requiring teamwork.

Essential Duties and Responsibilities:

 

  • Greet visitors and determine the appropriate action.
  • Manage incoming calls, emails, letters and other communications to insure appropriate distribution or required actions.
  • Manage the organizations paper and electronic filing system. Retrieve, and distribute documents, records, and reports as requested.
  • Maintain membership and other data bases by entering, updating and verifying information.
  • Prepare responses to routine inquiries and, as requested, draft correspondence for the CEO.
  • Perform general office duties such as ordering supplies, basic bookkeeping work, overseeing office maintenance, and other.
  • Draft agendas, organize meetings and, if required, attend in order to record minutes.
  • Compile, transcribe, and distribute approved minutes of meetings.
  • Make travel arrangements as requested
  • Manage and maintain executives’ schedules.
  • Support the CEO and others in development of presentations and other documents, using Microsoft Word, Excel, Power Point, or other software.
  • Participate in preparation of Webinars or similar meetings. Schedule, send invitations, and distribute “after meeting” follow up material.

 

Other Duties and Responsibilities:

     Ensure the smooth function of the office and associated support activities.

 

Minimum Requirements: 

Faith:  The Executive Assistant must be a practicing Catholic with some knowledge of Catholic teachings related to life issues.  There is no other background that can substitute for this requirement.

Education:  High school diploma required or equivalent required. A Bachelor's degree preferred.  Other background that may substitute for this requirement is listed below. 

Experience:  A minimum of two years working in an office environment providing administrative or customer support is preferred.  Previous experience working in a membership organization is highly desirable.

Skills: Strong written, verbal, and interpersonal skills.

             Strong organizational and time management skills.

             Must be able to manage multiple tasks and prioritize effectively.

             Able to utilize an electronic data base (CRM) to maintain and report on membership status.

Experience with Microsoft Office, Outlook, Word, Excel, PowerPoint, Drop Box, and similar programs. Intermediate level or better skills preferred.

Familiarity with Google applications such as Gmail, Google Docs, etc.

Comfortable working in a small company environment with rapidly changing needs.


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