Executive Assistant & Regional Office Coordinator

Catholic Charities of the Diocese; Fort Wayne (IN); On-site; USD 60,000 - 68,000; Full time

Job summary

Catholic Charities of the Diocese in Fort Wayne seeks an executive assistant to provide high-level administrative and secretarial support to the CEO and executive team, serving as liaison to the Board and overseeing front desk operations at the Noll Center.

The role requires discretion, excellent communication, calendar/travel management, meeting minutes, and confidential document handling while upholding Catholic identity and service standards.

Qualifications

• High school diploma or equivalent required, along with at least three years of executive-level administrative assistant or paralegal experience; an associate degree in business or office administration is preferred.
• Demonstrated proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Exceptional written and verbal communication skills, with strong attention to detail.
• Typing speed of at least 60 words per minute.
• Demonstrated ability to build rapport and provide excellent relationship management and customer service.
• Self-motivated professional with sound conflict management skills and a strong commitment to results.
• Ability to manage interruptions effectively and balance multiple priorities in a fast-paced environment.
• Direct and effective communicator with a flexible schedule to work overtime when needed and travel as necessary.

Responsibilities

• Represents the Office of the CEO with professionalism; maintains confidentiality and ethical judgment.
• Anticipates CEO needs, manages calendar and events, and plans proactively for leadership focus.
• Prepares executive correspondence, greets visitors, coordinates virtual meetings, and manages travel itineraries.
• Responds to inquiries directed to the CEO with discretion and appropriate redirection.
• Provides board support, including onboarding and maintaining confidential files for directors.
• Attends and records board meetings, prepares minutes, and maintains the board portal.
• Supervises front desk reception, ensures client service quality, and manages staff schedules.
• Coordinates office-related work orders and facility maintenance in collaboration with the Diocese.
• Chairs Hospitality Committee; oversees wellness activities and all-staff meeting logistics.
• Coordinates meetings and staff trainings; prepares minutes as needed.

Skills

Executive communication

Microsoft Office

Attention to detail

Time management

Discretion & confidentiality

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

Job description

Catholic Charities of the Diocese in Fort Wayne seeks an executive assistant to provide high-level administrative and secretarial support to the CEO and executive team, serving as liaison to the Board and overseeing front desk operations at the Noll Center.

The role requires discretion, excellent communication, calendar/travel management, meeting minutes, and confidential document handling while upholding Catholic identity and service standards.