Position title
Executive Assistant to the Chief Marketing Officer
Description

This position is responsible for providing comprehensive support to the Chief Marketing Officer and the Media and Evangelization team, to include all necessary organizational, administrative, and clerical support to ensure the smooth operation of the Office of Media and Evangelization, its member corporations, and related diocesan boards and committees.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

  1. Complete a broad variety of administrative tasks that facilitate the CMO’s ability to effectively lead the organization, to include: assist with special projects; design and produce complex documents, reports, and presentations; collect and prepare information for meetings with diocesan boards and committees, staff, and outside parties.
  2. Prepare monthly and quarterly performance reports. Work with directors to gather key data and performance updates on regular activities and special initiatives. Design reports, develop charts and graphs, and distribute for peer review.
  3. Working with the Finance Office, agency partners, and other stakeholders, assist the CMO to monitor and assess annual spending and develop revenue reports for diocesan media. Review financial data, proof for accuracy, and assist with spending category analysis.
  4. Coordinate appropriate access to CMO as the brand ambassador for the Diocese of Nashville. Serve as the primary point of contact for external constituencies on matters pertaining to the CMO, the broader Catholic community of Middle Tennessee, and diocesan brands. Prioritize and determine appropriate referral or response, exercising judgement to reflect CMO’s style and goals for customer and stakeholder service.
  5. Work closely with the CMO and directors to maintain a global calendar of events, religious observances, and project deadlines and deliverables. Keep CMO informed of upcoming commitments and responsibilities, following up appropriately.
  6. Anticipate CMO’s and directors’ needs in advance of meetings, conferences, etc.
  7. Serves as secretary for the Catholic Media Productions board of trustees. Establish and distribute calendars, agendas, minutes, and other required materials.
  8. Write and edit business communications, including letters, email, reports, and other correspondence.
  9. Follow up on contacts made by the CMO to cultivate ongoing relationships.
  10. Manage schedules and communications. Prioritize inquiries and requests while troubleshooting conflicting dates; make judgements and recommendations to ensure smooth day-to-day engagements.
  11. Draft, review, and edit communications for the CMO and general diocesan internal and external communications.
  12. Create and maintain filing systems, both electronic and physical. Maintain projects databases for the Office of Media and Evagelization, including, but not limited to, photos and videos, graphic design assets, and customer information.
  13. Provide event management support, as needed.
  14. Work with the Director of Media, Director of Outreach and Engagement, and Director of Marketing and Strategic Communications and their teams to assist with administrative needs.
  15. Other projects/duties as assigned for the overall benefit of the diocese.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Knowledge of Catholic hierarchy, protocol, traditions, and values.
  2. Full proficiency in Microsoft Office suite: Word, Excel, PowerPoint, and Outlook required. Advanced proficiency in Excel and PowerPoint is preferred.
  3. Excellent organizational skills and attention to detail and accuracy.
  4. Ability to keep self and others organized and effectively prioritize tasks.
  5. Ability to concurrently manage multiple projects and tasks requiring a high attention to detail with appropriate focus to bring projects to a close on deadline and to expectations.
  6. Ability to effectively communicate and collaborate with others.
  7. Ability to maintain strict confidentiality and exercise the utmost discretion.
  8. Ability to present and conduct self in a professional manner.
  9. Superior communications skills, verbal and written, applied in a courteous and professional manner.
  10. Proficiency in professional writing and business correspondence.
  11. Valid driver's license required for occasional off-site duties.
  12. Availability to work evening hours and religious holidays on occasion, as needed.

OTHER SKILLS

  1. Spanish language skills (reading, writing, conversing) adequate for a business environment highly preferred.
  2. Familiarity with information storage systems, like databases, CRMs, and project management software, is preferred. 

EDUCATION and/or EXPERIENCE

  1. Bachelor's degree or comparable work experience and training.
  2. 3-5 years prior experience as an administrative assistant with excellent administrative skills.
  3. Nonprofit experience preferred.
Job Location
Nashville, TN
Date posted
July 11, 2022

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Position: Executive Assistant to the Chief Marketing Officer

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