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Executive Assistant - OSVi for Catholic Innovation/Marketing
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Remote
Full-Time
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Job Description
Position SummaryThe Executive Assistant provides highlevel administrative support to the Executive Director of Marketing & Design / OSV Institute. This role ensures the Executive Director can operate effectively by managing daily administrative needs, coordinating communication, and supporting key organizational activities. The Executive Assistant handles confidential information with discretion, maintains organized workflows, and serves as a reliable point of contact for internal and external stakeholders.
This position is entrusted with safeguarding and appropriately handling sensitive information related to Institute operations, board activities, and strategic priorities. The ideal candidate is a proactive, missiondriven professional who anticipates needs, exercises sound judgment, and supports the Executive Director with a high level of discretion and professionalism. This role requires exceptional organizational skills, strong communication abilities, and the capacity to manage multiple priorities in a fastpaced environment. Familiarity with faithbased or missiondriven organizations is beneficial, as is the ability to work effectively with a wide range of internal and external stakeholders.
Key ResponsibilitiesExecutive Support Manage the Executive Directors calendar, travel, correspondence, and meeting logistics across both the Marketing & Design and OSV Institute functions; proactively resolve scheduling conflicts and ensure the Executive Director arrives prepared for every engagement.
Draft, edit, and finalize communications on behalf of the Executive Director, including letters, memos, reports, presentations, briefing materials, agendas, talking points, and background research.
Serve as a trusted liaison between the Executive Director and internal teams, external partners, Board members, Advisory Council members, donors, applicants, and stakeholders.
Support strategic planning session meetings, track action items, and ensure timely execution of priorities across both areas of the organization.
Demonstrates absolute discretion and confidentiality in managing sensitive information, executive communications, and materials, exercising strong judgment and respecting strict needtoknow boundaries.
Institute & Board LiaisonCoordinate communications and logistics for the OSV Institute Board Committee and, as requested, the Board of Directors.
Manage all correspondence and inquiries related to OSV Institute activities.
Assemble and distribute applications and supporting materials to Board committee members.
Demonstrate absolute discretion and impeccable judgment in all interactions, handling privileged and sensitive information essential to the Institutes mission and success.
Prepare formal and informal minutes for OSV Institute and Board meetings.
Draft and send disposition letters to applicants following council decisions.
Maintain comprehensive administrative and fiscal records for OSV Institute requests and activities.
Administrative & Meeting SupportAssist with scheduling, planning, and logistical coordination for workshops, events, and meetings.
Support the preparation of agendas, packets, and followup documentation for internal and external meetings.
Track action items and ensure appropriate followup with relevant parties.
Provide general administrative support to ensure smooth operations across the Executive Directors areas of responsibility.
Grant Administration & Additional ResponsibilitiesProvide administrative support for the OSV Institute grant process, including application intake, document preparation, scheduling, committee coordination, award notifications, and record keeping.
Assist with logistics and administrative tasks related to special programs, events, and initiatives as directed by the Executive Director.
Perform additional administrative duties as assigned to ensure smooth operations across the Executive Directors areas of responsibility.
EducationBachelors degree in Business, Marketing, or related field preferred; commensurate education and work experience will be considered.
Experience3 to 5 years of experience providing executive-level administration support, preferably in a mission-driven, nonprofit organization.
Familiarity with Catholic ministries, parish life, or missiondriven organizations, and an ability to work comfortably within a faithbased environment.
Experience supporting senior leadership and managing confidential information.
Strong ability to manage multiple priorities, coordinate schedules, and support administrative aspects of projects involving various stakeholders.
Skills & AbilitiesExceptional written and verbal communication skills.
Strong organizational, time-management, and problem-solving abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with project management tools a plus.
Ability to manage multiple priorities with confidentiality, discretion, and attention to detail.
Comfortable working in a faith-based, collaborative, and fast-paced environment.
High emotional intelligence, cultural sensitivity, and interpersonal effectiveness.
Working EnvironmentIncumbent will be working in an office environment on a hybrid schedule with at least 3 days per week in the Huntington, Indiana office. This position is designed as a hybrid role, requiring onsite work in Huntington, Indiana three days per week. Remote work may be considered for highly qualified nonlocal candidates.
This position is entrusted with safeguarding and appropriately handling sensitive information related to Institute operations, board activities, and strategic priorities. The ideal candidate is a proactive, missiondriven professional who anticipates needs, exercises sound judgment, and supports the Executive Director with a high level of discretion and professionalism. This role requires exceptional organizational skills, strong communication abilities, and the capacity to manage multiple priorities in a fastpaced environment. Familiarity with faithbased or missiondriven organizations is beneficial, as is the ability to work effectively with a wide range of internal and external stakeholders.
Key ResponsibilitiesExecutive Support Manage the Executive Directors calendar, travel, correspondence, and meeting logistics across both the Marketing & Design and OSV Institute functions; proactively resolve scheduling conflicts and ensure the Executive Director arrives prepared for every engagement.
Draft, edit, and finalize communications on behalf of the Executive Director, including letters, memos, reports, presentations, briefing materials, agendas, talking points, and background research.
Serve as a trusted liaison between the Executive Director and internal teams, external partners, Board members, Advisory Council members, donors, applicants, and stakeholders.
Support strategic planning session meetings, track action items, and ensure timely execution of priorities across both areas of the organization.
Demonstrates absolute discretion and confidentiality in managing sensitive information, executive communications, and materials, exercising strong judgment and respecting strict needtoknow boundaries.
Institute & Board LiaisonCoordinate communications and logistics for the OSV Institute Board Committee and, as requested, the Board of Directors.
Manage all correspondence and inquiries related to OSV Institute activities.
Assemble and distribute applications and supporting materials to Board committee members.
Demonstrate absolute discretion and impeccable judgment in all interactions, handling privileged and sensitive information essential to the Institutes mission and success.
Prepare formal and informal minutes for OSV Institute and Board meetings.
Draft and send disposition letters to applicants following council decisions.
Maintain comprehensive administrative and fiscal records for OSV Institute requests and activities.
Administrative & Meeting SupportAssist with scheduling, planning, and logistical coordination for workshops, events, and meetings.
Support the preparation of agendas, packets, and followup documentation for internal and external meetings.
Track action items and ensure appropriate followup with relevant parties.
Provide general administrative support to ensure smooth operations across the Executive Directors areas of responsibility.
Grant Administration & Additional ResponsibilitiesProvide administrative support for the OSV Institute grant process, including application intake, document preparation, scheduling, committee coordination, award notifications, and record keeping.
Assist with logistics and administrative tasks related to special programs, events, and initiatives as directed by the Executive Director.
Perform additional administrative duties as assigned to ensure smooth operations across the Executive Directors areas of responsibility.
EducationBachelors degree in Business, Marketing, or related field preferred; commensurate education and work experience will be considered.
Experience3 to 5 years of experience providing executive-level administration support, preferably in a mission-driven, nonprofit organization.
Familiarity with Catholic ministries, parish life, or missiondriven organizations, and an ability to work comfortably within a faithbased environment.
Experience supporting senior leadership and managing confidential information.
Strong ability to manage multiple priorities, coordinate schedules, and support administrative aspects of projects involving various stakeholders.
Skills & AbilitiesExceptional written and verbal communication skills.
Strong organizational, time-management, and problem-solving abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with project management tools a plus.
Ability to manage multiple priorities with confidentiality, discretion, and attention to detail.
Comfortable working in a faith-based, collaborative, and fast-paced environment.
High emotional intelligence, cultural sensitivity, and interpersonal effectiveness.
Working EnvironmentIncumbent will be working in an office environment on a hybrid schedule with at least 3 days per week in the Huntington, Indiana office. This position is designed as a hybrid role, requiring onsite work in Huntington, Indiana three days per week. Remote work may be considered for highly qualified nonlocal candidates.