Administration - CC-Executive Secretary

Catholic Charities of the Diocese of Baton Rouge is seeking an Executive Secretary/ Front Office Coordinator to provide administrative support to the Executive Director and other administrative staff. The Executive Secretary handles phone calls, takes minutes, maintains important documents, manages correspondence and assists with various administrative tasks as needed. This position is responsible for overall front desk activities including the management of the reception area and meeting areas, customer service, phones, mail, and office supplies as well as trains and supervises front desk staff and coordinates front office coverage, assists on projects, and provides administrative support necessary for the organization This position requires interacting with clients, maintaining external relationships and representing the agency to the public, as such it requires a polished business-like demeanor and professional appearance, which excludes unnatural hair color, conspicuous body art and facial piercings. 

 Minimum Qualifications: 

• Bachelor’s degree in related field preferred. A combination of education and related experience may be substituted for a degree.
• Minimum of 2 years’ experience in office management and at least one year supervisory experience in a social service environment.
• Proficiency using Microsoft Office.
• Valid driver’s license and vehicle insurance
• Completion of background checks such as driving record, criminal record, and sex offense registry, state and local police records, or national sources such as FBI and E-Verify as required by funding agencies or determined necessary by Catholic Charities and results must be satisfactory to CCDBR, its representatives, employees, or agents as an essential requirement of employment.

Other Qualifications:

• Excellent verbal and written communication skills
• Strong audio typing and telephone skills.
• Proficient in spelling, punctuation, and grammar.
• Strong organizational skills
• Proven ability to take initiative and work with minimal supervision.
• Thorough knowledge of office equipment, including multi-line phone systems, fax, copiers, scanners, etc.
• Ability to plan, supervise and evaluate the work of others.
• Ability to maintain cooperative relationships with other departments and organizations.
• Thorough knowledge of administrative practices and procedures.

Physical Demands:

• Frequent sitting, standing, walking, speaking, reading, writing, typing and seeing up to 7 hours/day. Occasionally lifting/carrying up to 30 lbs., reaching above shoulder level, bending and gripping/grasping. Frequent repetitive movement of upper and lower extremities. Driving a motor vehicle is expected up to 10% of the time.

Work Environment:

• Work is generally performed in an office environment, with standard office equipment available. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Occasional isolated conditions.
• When the agency responds to disasters, employees may be requested to perform duties outside of their primary responsibilities both in the office and at off-site locations. 

Job Type: Full-time, Exempt

Qualified applicants interested in this position should submit their resume with a cover letter. 

Catholic Charities is a mission-based organization and Equal Opportunity Employer. We consider it a privilege to serve people of all faiths and socio-economic backgrounds.  Our leadership is mission-driven, energetic, disciplined and self-motivated.  We value diversity, service, compassion, and accountability; we hold ourselves responsible for delivering outcomes that change people’s lives and our community.