Administrative Assistant

About the role

The Administrative Assistant supports the (Diaconate and Consecrated Life) Office by providing administrative support, coordinating meetings and events, managing office supplies, and handling correspondence.

Responsibilities

• Provide various administrative support to the office
• Responsible for meeting coordination, set up and support (invites, drafting agendas, notetaking/minutes, hospitality, etc.)
• Filing and retrieving documents, records and reports – maintaining all files (digital/physical) for the office in a systematic and organized manner
• Create and modify documents such as reports, memos, letters, check requests and expense reports for the Office
• Create letters, reports and memorandums to various offices, ministries, and organizations within and outside of the Archdiocese
• Coordinate full logistics of Office events (hospitality, venue, invites, registration forms, communication, billing, etc.)
• Handle incoming and outgoing correspondence, to include phone calls, FAX, Scan, Email and post office mail, for the Office
• Follow up on action items as required by the Office
• Maintain inventory of office supplies and order as needed
• Adhere to safety training and protocols on a daily basis and, take precautionary measures to ensure the safety and well-being of self, others
• Protect the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information
• Adhere to the Code of Conduct and the Faith and Moral Policy is mandatory
• Perform other duties as assigned

Qualifications

• Education: High school diploma or equivalent, associate’s degree preferred
• Experience: At least five (5) years’ experience of working in an administrative role providing direct support, diocesan or parish experience is preferred, bilingual in Spanish and English (read, write and speak), practicing Catholic in good standing
• Licenses and Credentials: Reliable transportation, valid driver license, valid vehicle insurance
• Knowledge and Skills: Knowledge of or ability to learn about Religious Life (Men/Women) and Religious forms (Ministry Agreements, etc.), knowledge of Catholic Church Hierarchy or ability to learn, high attention to detail and ability to organize workflow, coordinate activities, balance simultaneous projects with efficiency in a fast-paced and multi-tasked environment while meeting deadlines, ability to write reports and correspondence, demonstrated ability to handle confidential information with discretion, ability to articulate effectively and present information/respond to questions from individuals, high proficiency in the use of computer software, smartphone, social media, Microsoft Office Suite (including Excel, Word, Outlook, and Publisher) and virtual platforms (Zoom, Teams, etc.), ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form, strong organizational skills, ability to develop and maintain processes for filing and developing helpful procedures to enhance work environment and efficiencies, detail oriented, organized, self-motivated, work well independently and on a team, good written and verbal skills, good critical thinking and problem-solving skills

Benefits

No specific benefits are mentioned in this job posting.

Pay

No specific pay details are provided in this job posting.

Schedule

M – F / 8:30am – 5:00pm weekends and evenings as needed