Executive Administrative Assistant Job at Roman Catholic Diocese of Bridgeport i

Executive Administrative Assistant - Roman Catholic Diocese of Bridgeport

Overview

The Executive Administrative Assistant provides support and assistance to the Chief Finance Officer. Primary duties include scheduling, serving as recording secretary for various meetings, general administrative duties, and preparing, reviewing, and sending communications. The role also supports the overall responsibilities of the finance department and provides basic accounting and parish finance support as needed.

Responsibilities

• Aide the Chief Financial Officer and Controller by anticipating needs for maximum efficiency and impact with all communications, tasks, meetings and special projects for the finance department.
• Schedule appointments and proactively manage Outlook calendar; review and respond to emails, coordinate meetings, set up conference calls and meeting arrangements.
• Demonstrate professionalism and courtesy in representing the Diocese through interaction with vendors, constituents, donors and co-workers.
• Handle multiple priorities and deadlines with follow through and confidentiality.
• Manage incoming telephone calls, electronic and paper mail; manage inquiries from inception to completion and route to proper finance team members as needed.
• Perform administrative functions: prepare correspondence, analysis, reports, memos, and presentations; create and maintain files; send faxes, letters, and emails on behalf of the Chief Financial Officer and the finance department.
• Occasionally attend meetings and take minutes.
• Prepare and maintain accounting documents and records including journal entries, account reconciliations and general ledger account review.
• Reconcile assigned accounts in a timely manner including bank reconciliations and other general ledger accounts.
• Enter key data of financial transactions into databases and financial software including QuickBooks and Financial Edge.
• Identify and implement improvements to job duties and processes.
• Work independently with minimal supervision while keeping supervisors informed.
• Other duties as assigned.

Qualifications and Requirements

• BA/BS or equivalent in Administration, Finance, and/or Management
• Minimum of 3 years’ experience working as an Administrative Assistant at the executive level
• One to three years prior experience performing related responsibilities
• Extensive knowledge of Microsoft Office, QuickBooks, Financial Edge, PowerPoint, Excel, Outlook
• Ability to complete work in a timely, accurate and thorough manner requiring minimal oversight
• Ability to work collaboratively with diverse groups
• Ability to handle multiple tasks effectively under pressure
• Strong work ethic and desire to exceed expectations
• Solid organizational, problem solving and time management skills
• Conscientious and highly organized with sharp attention to detail
• Excellent communication skills (written and verbal) with all stakeholders
• Ability to meet deadlines and maintain confidentiality
• Prior experience in the Catholic Church or not-for-profit setting is preferred

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Religious Institutions