Administrative Assistant II-Office for Marriage, Family Life and Spirituality

Description

Purpose and Scope
To support the mission of the Diocese of Phoenix, this position provides comprehensive administrative support aligned with the daily functions of the Office of Marriage, Family Life, and Spirituality. The role is responsible for ensuring the efficient logistical management of the office and assisting the Director, the Marriage Preparation Coordinator (serving both English- and Spanish-speaking communities), and the NFP Coordinator. This position is essential to the smooth operation of the office and plays a key role in advancing the Diocese’s mission of fostering strong, faith-filled marriages and family life.

Essential Job Functions

• Manages communications on behalf of the Director and MFLS Coordinators, including phone calls, emails, and internal inquiries and ensures timely follow-up.
• Welcomes and assists visitors, offering hospitable and informative experience aligned with the mission of the office.
• Prepares and distributes correspondence, meeting minutes, forms, and reports; manage incoming and outgoing mail, memos, and invoices.
• Maintains accurate filing systems for both physical and digital records; ensure confidentiality and proper handling of sensitive information.
• Collaborates with MFLS staff to maintain inventory, communicate supply needs, and assist in budget planning.
• Supports budget preparation by providing financial summaries, monitoring event expenses, and maintaining clear financial records.
• Coordinates logistics for diocesan events and in-person classes, including hospitality, reception, and material setup.
• Provides general support across office programs, ensuring smooth administrative operations and consistent communication flow.
• Assists with travel and lodging arrangements for staff and guest speakers.
• Supports the designs and dissemination of digital promotional materials for ministry programs and events.

Professional Development

• Participates in ongoing training and professional development opportunities to enhance administrative skills and ministry knowledge.
• Stays informed about current best practices and resources in the areas of Marriage, Family Life, Spirituality, and Natural Family Planning.

Requirements

• Associate degree or bachelor’s degree in administrative assistant or similar field preferred.
• Well versed in the Catholic Church teaching on moral Catholic sexuality including Her teachings on contraception.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Willingness to learn and receive training in administrative and program-related tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Able to manage multiple tasks and prioritize effectively.
• Strong attention to detail and accuracy.
• Able to maintain confidentiality and handle sensitive information.
• A positive attitude and a strong commitment to providing excellent service.
• Previous experience in an administrative or support role, preferably in a non-profit or religious organization.
• Working knowledge of Natural Family Planning and Diocesan Marriage Preparation processes to better serve clients.
• Familiarity with and acceptance of the Catholic Church's teachings and practices related to marriage and family life and natural family planning.
• Experience with database management, financial software, and event coordination.
• Bilingual proficiency in English and Spanish (written and spoken).
• Knowledge of office equipment, and basic troubleshooting skills.

Physical Demands

This position is primarily a sedentary role, however it also involves light to moderate physical activity, including lifting files, opening filing cabinets, pushing carts with materials or equipment, supervising food service, and supporting event setup and breakdown—which may require standing, bending, or other movement.