Executive Assistant for Mission Support

Catholic Foundation for Stewardship and Charitable Giving
Job Description

Job Title: Executive Assistant for Mission Support              Status: Full time
 
Exemption Status: Non-exempt                                           Salary Grade: 27

Department/Location: Catholic Foundation / Tucson, Arizona

Primary Function:  Under the direction of the Executive Director of the Catholic Foundation for the Diocese of Tucson, the Executive Assistant for Mission Support provides high-level executive, administrative, and organizational support to the Foundation and assists in coordinating activities that advance its mission and related ministries.

The position requires professionalism, discretion, initiative, organization, and independent judgment. The Executive Assistant serves as a key point of contact for internal and external constituents, clergy, religious, parish leaders, board members, donors, community leaders, employees, and other stakeholders. The position anticipates leadership needs, manages competing priorities, coordinates meetings and events, maintains confidential information, and supports effective administrative systems and processes.

The employee shall support and model the Catholic mission and teachings of the Diocese of Tucson and Catholic Foundation and conduct themselves in a manner consistent with Gospel values and Catholic teaching: “…Live in a manner worthy of the call you have received.” (Eph. 4:1)

Essential Duties and Responsibilities:
* Performs in support of the spiritual and pastoral mission of the Roman Catholic Church and the Diocese of Tucson
* Shall abide by Catholic principles in the individual’s professional and private life and shall govern his/her professional and private life in strict accordance with Catholic morals and principles to demonstrate complete adherence to Catholic moral strictures.
* Provide comprehensive administrative and confidential support to the Executive Director and designated Foundation leadership.
* Serve as a primary point of contact; screen and route requests, respond to routine inquiries, and appropriately elevate sensitive or decision-level matters.
* Manage executive calendars, appointments, meetings, and schedules; prioritize requests, resolve routine conflicts, and anticipate changing needs.
* Prepare agendas, briefing materials, presentations, meeting packets, correspondence, reports, forms, and other documents.
* Draft, distribute, and track correspondence and follow-up items; monitor action items and commitments.
* Conduct research and prepare summaries, background information, or basic analyses as requested.
* Assist with speaking engagements, presentations, conferences, retreats, and other leadership activities.
* Coordinate executive travel, including registration, lodging, air and ground transportation, itineraries, and related logistics.
* Maintain executive contact lists and provide timely reminders and follow-up.
* Independently prioritize and complete recurring administrative responsibilities and special projects accurately and on time.
* Maintain Foundation, executive, and conference room calendars, organizational files, electronic records, and document-retention systems.
* Collect, organize, enter, and maintain information in databases, spreadsheets, forms, and electronic or physical files.
* Develop and improve administrative systems and processes to increase efficiency and effectiveness.
* Prepare and maintain staff meeting materials, presentations, reports, and records.
* Support office operations, including supplies, conference room needs, mail distribution, telephone calls, and visitors.
* Maintain positive working relationships with external partners and their executive support staff.
* Provide administrative and logistical support for board meetings, staff meetings, retreats, training, conferences, and Foundation events.
* Prepare and distribute agendas, meeting packets, presentations, and related materials.
* Coordinate meeting logistics, including rooms, hospitality, catering, audiovisual needs, technology, set up, and take-down.
* Coordinate travel and other event logistics.
* Attend and participate in meetings and events as required.
* Record, prepare, distribute, and maintain meeting minutes and track follow-up items.
* Maintain strict confidentiality and safeguard sensitive financial, personnel, legal, donor, leadership, and organizational information.
* Exercise sound judgment and discretion in all communications and records management.
* Identify opportunities to improve administrative effectiveness.
* Assist with special projects, organizational initiatives, and other duties as assigned.

Physical/Mental Requirements: Requires coordination and manual dexterity, normal mental and visual ability; ability to lift as required in a normal office environment.

Required Activities: Walking, sitting, standing, stooping, reaching, talking, handling, hearing, carrying, and keyboarding.

Basic Qualifications:
* Working knowledge of and strong commitment to the mission of the Diocese of Tucson, Catholic Foundation, and Catholic Church.
* Practicing Roman Catholic in full communion with the Church.
* Ability and willingness to support and model Catholic values and teachings in professional conduct.
* Demonstrated commitment to collaboration, respect, integrity, flexibility, service, and stewardship.
* Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, and Outlook; ability to learn organizational databases, donor-management systems, and other software.
* Excellent written, verbal, interpersonal, and customer-service skills.
* Ability to travel locally and occasionally work evenings or weekends to support Foundation events.
* The ability to successfully complete a criminal history and background check, and a credit history check.

Education and Experience:
* Bachelor’s degree in business administration, public administration, communications, organizational management, or a related field preferred; equivalent relevant experience may be considered.
* Minimum of three years of experience in executive support or administrative coordination; five years preferred. Experience supporting executives, senior leaders, boards, or mission-driven organizations is preferred.

Preferred Skills and Abilities:
* Bilingual English/Spanish proficiency.
* Experience with legal matters or legal-administrative support.
* Experience with Raiser’s Edge NXT or comparable donor-management software.
* Experience working with Catholic parishes, diocesan organizations, boards, foundations, or nonprofit organizations.
* Familiarity with Catholic organizational structure, terminology, and practices.

COVENANTS OF EMPLOYMENT
The Diocese of Tucson is a Roman Catholic religious organization. All employees are expected to respect and conduct themselves in accordance with the values, teachings, and morals of the Roman Catholic Church and applicable Arizona law. Under the Diocese of Tucson’s Zero Tolerance Policy, no person will be knowingly assigned or retained to serve in the Diocese when determined to have engaged in the abuse of a minor or to have violated boundaries in dealing with minors.