Job Description

About Caritas Communities:

The mission of Caritas Communities is to prevent homelessness by providing very low-income individuals with permanent housing, support, a sense of community, and expanded opportunities. Since 1985, Caritas has helped fill the need for safe, secure housing in Greater Boston because we believe no one should be homeless. Caritas Communities is the largest non-profit owner of single-room occupancy (SRO) housing in Greater Boston – serving over 1,000 people annually.

Position Summary:

The Executive Assistant plays a crucial role in supporting the Executive Director, senior leadership, and the overall mission of Caritas Communities. Reporting to the Executive Director, this multifaceted position requires a highly organized, proactive, and detail-oriented individual with the ability to manage a wide range of administrative, operational, financial, and fundraising tasks.

The ideal candidate will be resourceful, a problem-solver with excellent communication skills, and a passion for serving the most vulnerable among us.

Key Responsibilities:

Executive Support:

• Prepare and organize materials and details for meetings and presentations.
• Handle confidential information with discretion and professionalism.
• Prepare and submit expense reports.

Fundraising and Communications Support:

• Assist with donor database management and maintenance, including data entry, gift entry, and pulling of reports.
• Assist with coordination and provide support for fundraising events.
• Prepare and process donor acknowledgments and thank-you letters.
• Prepare and process Gala solicitation materials
• Assist the fundraising department tracking and processing of Gala gifts. (seasonal)
• Maintain the Caritas Communities main website and event web pages.

Finance Support:

• Assist with the processing of invoices and expense reports.
• Assist with annual audits (seasonal)

General Administrative Duties:

• Answer and direct phone calls and emails.
• Greet and assist visitors.
• Serve as the main point of contact for IT and phone vendors.
• Oversee general office management tasks.
• Manage office supplies and inventory (stationary, kitchen items, IT equipment, furniture, etc).
• Assist with human resources and new employee onboarding.
• Sort and distribute mail.
• Provide general administrative support as needed.

Qualifications:

• Bachelor's degree preferred, or equivalent experience.
• 5+ years of experience in an administrative support role at a non-profit preferred.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with donor management software (e.g., Raiser’s Edge NXT) is a plus.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Commitment to the mission of Caritas Communities.
• Ability to handle confidential information with discretion.

Desired Attributes:

• Proactive and resourceful.
• Problem-solving skills.
• Adaptability and flexibility.
• Strong interpersonal skills.
• Passion for serving vulnerable populations.

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