Job Description

Associate Director of Executive Affairs: Knights of Columbus

Position Description:

The Associate Director of Executive Affairs ensures the smooth and efficient operation of the

Executive Office of the Supreme Knight, the highest-ranking officer in the organization. This role

oversees high-stakes communications, complex scheduling, governance processes, and

executive workflows while leading the Executive Office’s administrative team. Confidentiality

and discretion are paramount: the position handles privileged information involving members,

employees, trustees, and external partners, demanding sound judgment and the highest level

of professionalism.

This is an onsite (5 days per week) position at the Executive Office and international

headquarters located in New Haven, CT, which oversees worldwide operations, the insurance

company, and provides administrative support for local Knights of Columbus councils.

Core Responsibilities:

• Serve as primary administrative support for Supreme Knight, managing his daily

calendar.

• Ensure the smooth and timely execution of the Supreme Knight’s daily schedule when

he is in the office, to include ensuring meetings begin and end as close to the prearranged schedule as possible.

• Orchestrate complex scheduling, prioritization, and daily briefings; anticipate needs

and prepare materials.

• Draft, edit, and proof high-visibility communications, memos, and presentations.

• Coordinate travel, guest protocols, and confidential correspondence.

• Maintain the annual events calendar; prepare agendas, board books, minutes, and

resolutions.

• Ensure timely distribution of materials and compliance with bylaws/policies.

• Support Board/Committee Chairs; coordinate board member onboarding, evaluations,

and records management.

• Steward the secure document repository; enforce version control and archival

standards.

• Lead the Executive Office administrative team (Executive Administrative Assistants):

goal setting, supervision, evaluations, and professional development.

• Standardize and continuously improve standard operating procedures (SOPs),

templates, and service levels for scheduling, intake, routing, and follow-up. These SOPs

also serve as a reference for all administrative positions to ensure consistency and

alignment across administrative support functions.

• Manage sensitive data in alignment with privacy expectations and institutional policy.

• Serve as liaison between EOSK and the Executive Team, Board Members, and external

stakeholders.

• Plan and execute executive meetings and retreats. Manage logistics, hospitality, and

technology.

• Coordinate high-profile visits and special projects

• Monitor workflow bottlenecks and implement process improvements.

• Identify governance/operational risks; propose mitigations and ensure documentation.

• Complete ad hoc projects, including personal errands, travel support, and family related tasks.

Essential Competencies:

• Professionalism

• Personal accountability

• Collaboration and teamwork

• Communication

• Flexibility and adaptability to change

• Service to customers and clients

• Proactive

Required Skills, Education, & Experience:

Skills:

• Demonstrated mastery of complex scheduling, workflows, and confidential

communications.

• Excellent writing/editing; impeccable judgment, tact, and discretion.

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint,

Power BI) and document management systems.

• Ability to manage competing priorities in a fast-paced environment; proactive, detai ldriven, service-oriented.

• Known for forging connections and building strong, collaborative relationships with

team members and stakeholders.

• Receptive to direction, with a flexible and forward-thinking approach to problem solving.

• Strong attention to detail and ability to work independently.

• Strong organizational and time management skills, with the ability to prioritize

effectively.

Education & Experience:

• Bachelor’s degree required.

• 5+ years of progressively responsible executive office support (C-Suite background

preferred).

• Familiar with the hierarchy of the Catholic Church, as well as ecclesiastical roles, titles,

and forms of address. Strong background of and understanding of the Church.

Physical Demands:

• Must be able to remain in a stationary position for the majority of the workday.

• Ability to travel as needed.

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