Position Summary

The Administrative Support Professional enables agency executive to advance agency initiatives and goals by filtering and attending to the day-to-day functions that are part of the executive’s roles so they can focus on the high-level leadership and strategy functions.

The Administrative Support Professional manages schedules, phone calls, organizes documents, maintains records, creates and maintains meeting minutes and performs other administrative tasks the help executives perform their job.

Wage Range: $42,000-$52,000.00 annually

Are you passionate about discovering new ways to help empower people and make a difference in their lives?

If you’ve got what it takes to support us in our mission to provide help and create hope through innovative, collaborative, and diverse programs within the community, then we’ve got the right opportunity for you.

CCWM is committed to ensuring a diverse workforce and a work environment whereby all staff are treated with dignity, respect, and fairness.
CCWM encourages persons of diverse backgrounds and faiths to apply for employment.

Essentials Duties and Responsibilities

Manages scheduling for agency director.
Acts as the point of contact among directors, staff, clients, and other external partners.
Formats information for internal and external communication – memos, emails, presentations, reports, etc.
Types, proofreads and edits correspondence.
Drafts, reviews, and sends communications on behalf of agency directors.
Screens and directs phone calls and distributes correspondence appropriately.
Manages information flow in a timely and accurate manner.
Manages directors’ calendars and sets up meetings.
Makes travel and accommodation arrangements when necessary.
Drives to agency office locations as needed.
Tracks daily expenses and prepares check requests, and other expense reports.
Manages Program supply inventory.
Assists in preparing Federal, State, and local reports, applications and grants.
Produces brochures and mass mailings.
Provides administrative support and assists with arrangements for staff, agency, and community events.
Prepares meeting agendas, previous meeting minutes, and collateral materials.
Prepares the meeting room, including food as needed, takes minutes during the meeting and prepares them for review and approval.
Handles material that is confidential in nature, performs administrative functions and makes decisions based on organizational policy.
Performs other special assignments at supervisor’s request.
Assist in developing, monitoring, and reviewing a strategic, comprehensive DEI Plan.
Assist in maintaining DEI knowledge of current and emergent developments/trends, assess impact and recommend modifications in current and future strategies.
Works closely with the Child Welfare Director to advance the CCWM’s DEI goals.
Drives for agency business.
Performs other special assignments at supervisor’s request.

Other Knowledge, Skills, and Abilities

Ability multi-task and be a self-starter.
Ability to work independently and in a team environment with a professional and diplomatic demeanor.
Excellent word processing skills and experiences with other software applications (Adobe, Canvas, Prezi, Publisher).
Excellent written and verbal communication skills.
Superior organizational and time-management skills.
Must be focused and meticulous with details.
Ability to relate to diverse populations and cultures while communicating with staff, clients and the public in a professional and effective manner.

This position requires reliable transportation.
Must have a valid driver’s license and good driving record with zero work restrictions.
Must have personal auto insurance as required by law with minimum bodily injury coverage limits of $250,000 per person/$500,000 per incident or $500,000 combined.
Must be willing to work irregular hours including evenings, holidays, and weekends.
Must submit to Agency approved background checks.

Physical Demands

The physical demands described here are representative of those that must be met by an staff member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the staff member is regularly required to talk and/or hear. The staff member is occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The staff member, on occasion, may be asked to move or lift items up to 40 pounds in weight.

Work Environment

This position is primarily office/ hybrid work schedule based, however, on occasion may require travel to other Agency offices and/or client homes as required by position responsibilities and/or Agency management. This position will be routinely exposed to typical office noise levels and/or exposure to various weather conditions.

Recommended Employment Qualifications

Education:

A bachelor’s degree in business or a related field highly is preferred.

Experience:

A minimum of 1 year of experience in an administrative assistant role is required.
A passion for cultivating a Diverse, Equitable and Inclusive environment is preferred.

Professional Certificates, Licenses, and Registrations: none required

Supervisory Responsibilities: This position does not have supervisory responsibilities.

CCWM is an equal opportunity employer, subject to all federal and state laws as applicable to a religious Agency.

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Catholic Charities West Michigan