Job Title: Executive Assistant

Company Overview

TAN Books, a traditional Catholic company, is seeking a highly organized and professional Executive Assistant to support our executive team. The ideal candidate will be discreet, efficient, and aligned with our company’s values and mission.

Key Responsibilities

Calendar Management

• Manage complex calendars for executives, including conflicting schedule requests
• Schedule and coordinate meetings, appointments, speaking engagements, conference calls, etc.

Meeting Coordination

• Book appropriate meeting spaces for various types of gatherings
• Prepare meeting materials including agendas, presentations, food, etc.
• Help facilitate and take notes for meetings when executives cannot be present

Office Management

• Oversee office supplies inventory and place orders as needed
• Maintain a clean, organized, and professional office environment
• Coordinate with facilities management for office maintenance and repairs

Travel Arrangements

• Plan and book travel for executives attending events, conferences, or business meetings
• Prepare detailed itineraries and travel documents
• Manage travel expenses and reimbursements

Representation and Communication

• Act as a liaison between executives and internal/external stakeholders
• Handle sensitive information with the utmost confidentiality and discretion
• Compose and edit correspondence, reports, and presentations

Personal Assistance

• Manage personal tasks for executives as requested, such as:
  • Scheduling personal appointments
  • Arranging gift purchases for special occasions
  • Coordinating family-related logistics

Additional Responsibilities

• Manage incoming calls and correspondence
• Organize and maintain digital and physical filing systems
• Assist with event planning and coordination
• Prepare expense reports and process invoices
• Provide general administrative support to other departments as needed
• Stay informed about company policies and procedures

Qualifications

Required

• 10+ years of experience as an executive assistant or in a similar role
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite and other relevant software
• Ability to maintain confidentiality and exercise discretion
• Excellent interpersonal skills and professional demeanor

Preferred

• Knowledge of Catholic traditions and values
• Experience working in a faith-based organization
• Familiarity with applicable software

Personal Attributes

• Strong work ethic and attention to detail
• Ability to work independently and as part of a team
• Flexibility to adapt to changing priorities and deadlines
• Proactive problem-solving skills
• Tactful and diplomatic in all interactions
• Commitment to upholding the company’s Catholic values and mission

Working Conditions

• Full-time position, Monday to Friday
• Occasional travel
• Evening and weekend work hours may be required occasionally

Compensation & Benefits

• Salary Range: $65,000 – $85,000 (depending on qualifications and experience)
• Health care, dental, and vision 
• 401k match
• PTO + additional holidays and feast days

To apply, please send your resume, cover letter, and salary requirements to careers@tanbooks.com.