Immigrants And Refugees
Administrative Assistant/Executive Office Coordinator
posted September 9, 2022
Location: Manhattan
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Classification: Administrative Support Worker
Department: Executive Office
Program / Contact:
Reports To: Associate Executive Director
Position ID: 2008517
Pay Range: $27.47 - $30.22
Supervisory Repsonsibilities: No

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Administrative Assistant Functions:

  • Serve as primary support to the Associate Executive Director (AED), provide back up support to the ED’s Executive Assistant, and interact with all staff in the office of the Executive Director.
  • Receive/review and organize incoming correspondence to the AED, including time sensitive and confidential materials. Assure proper presentation of materials for review/signature by the AED including complete packages of information and inclusion of all necessary documents required for signatures.
  • Attend to the AED’s schedule, including managing the Outlook calendar. Schedule, change and prioritize appointments based on AED’s availability.
  • Screen incoming telephone calls to the AED and general calls to the Executive office. Take messages accurately and independently handle routine inquiries. Act as back up for calls to the Executive Director.
  • Prepare and coordinate materials for meetings and special projects. Assist with coordination and preparation of reports and meeting materials and review of other written materials.
  • Create and/or manage a database for different operational aspects of the Executive office and the AED and ensure accurate data entry and timely report preparation.
  • Handle routine communication with Catholic Charities and Archdiocesan offices, and external stakeholders.
  • As necessary, coordinate arrangements for out-of-area meetings, including travel reservations and other logistics.
  • Provide light clerical support to other Senior Directors in the Executive office as needed.

Office Administrator Functions:

  • Welcome Executive Office visitors and guide them as appropriate
  • Manage the schedule for conference and meeting rooms and guide meeting attendants to appropriate locations.
  • Manage, sort and distribute incoming mail and packages.
  • Maintain stock levels for office and kitchen supplies and office/agency stationary, and re-order as needed.
  • Prepare payment vouchers for invoices related to Executive office expenses.
  • Assist in the coordination of corporate social events that take place during and after regular office hours. Coordinate ad hoc events, activities, special projects for the Executive office.
  • Ensure that public office spaces, including conference rooms, waiting area and pantry and clean and tidy and coordinate with the Archdiocesan building office for larger facilities/maintenance issues.
  • Handle executive office internal communications, including meeting schedules.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are generally 8:30 to 5 PM Monday – Friday. Additional evening and weekend hours will be required, as well as travel.


Education and/or experience required:

  • At least one (1) year of college, or two (2) year business school. College degree preferred
  • Three – Five (3-5) years’ relevant experience in administrative support.

Skills, Licenses, and/or competencies required:

  • Computer proficiency in Microsoft Office. Must successfully pass Prove-It skills test in
  • MS Word, Excel and Access. Proficiency with office technology and equipment, including printers, copiers and fax machines.
  • Good interpersonal, organizational and multi-tasking skills with ability to work independently.
  • Excellent interpersonal, verbal and written communication skills.
  • Ability to exercise discretion and good judgment.

Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Travel at least 20% of the time using public transportation or vehicle, traverse city streets, occasionally ascend/descend stairs, and be exposed to outside weather conditions.
  • Remain stationary using a computer at least 60% of the time, in meetings and/or events.
  • Carry a laptop to offsite work locations.
  • Ability to operate standard office equipment i.e. copier, fax, scanner, postage machine and printer.
  • Ability to use and respond to phone calls.
  • Ability to lift and file documents in cabinets.


COVID-19 Adjustment: Position will be onboarded virtually. Potential to orient to the physical office space in person depending on CDC and agency requirements at the time of onboarding. Updates to protocol are implemented on a regular basis.

Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.