Executive Assistant-National Collections Department

Washington D.C.
Apr 11, 2018
May 16, 2018
Full Time

Executive Assistant

National Catholic organization seeks a highly organized, motivated, detail-oriented individual to provide high-level administrative support to the Executive Director of the organization’s philanthropic office. The individual will be the first point of contact for dioceses and the general public on eight national fundraising appeals and four grant programs.

Job Duties:

  • Troubleshoots grant payments more than $24 million per year: monitors payment system, makes regular updates to grant database; analyzes issues and resolves grant payment problems with outside vendor system.
  • Performs internal control tasks to complete monthly financial verifications (approximately $60 million/year); prepares corrective memos, Interoffice Transfers, and other budget-related tasks.
  • Supports Committee/Subcommittee meetings: researches data, compiles and proofreads documentation and attends confidential committee meetings to record and transcribe the meeting minutes. Assembles Committee and Subcommittee reports for organization’s regular membership meetings. May be called upon to take or transcribe minutes for subcommittee meetings. 
  • Assists with the administration of special appeals; maintains electronic and paper files; reviews remittance data, analyzes fund balances, and prepares distribution payments to recipient organizations in collaboration with the Executive Director.
  • Coordinates and organizes administrative aspects of Office’s planning and budget process and documentation, including preparing final budget and strategic planning packages for the overall Office; compilation of strategic planning content and entry into planning database, and entry of yearly evaluation data. Provides reports for directors and committee documentation on the effectiveness of planned activities.
  • Researches and prepares reports on behalf of the Executive Director; drafts correspondence to key stakeholders and leaders, including grant seekers, diocesan finance directors and bishops, for the Executive Director’s signature with limited oversight; ensures all outgoing correspondence is consistent in format.
  • Works with the Executive Director to manage her schedule and facilitates communication when Executive Director is out of the office. Responsible for electronic and paper files and general office management (mail, supplies, etc.).



Bachelor’s degree (Finance, Business, Communications) or equivalent combination of college level coursework with 5-7 years of demonstrated professional experience. Must be tech-savvy and able to learn new software and technology easily. Full proficiency in Word, Excel, Outlook and Adobe Professional required. Intermediate proficiency in Access and SharePoint required. Strong knowledge of Accounting programs (Microix, Abila) and grant management programs (Micro Edge Gifts) desirable. Excellent organizational and time management skills. Superb grammar, punctuation, spelling and correct use of the English language in writing and conversation required. Strong interpersonal skills, including the ability to work well with others, be diplomatic. Spanish, French helpful.

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