Office and Administrative Support Coordinator

About the role

The Office and Administrative Support Coordinator serves as the primary administrative and hospitality support for the Center. This individual helps ensure the efficient day-to-day operation by coordinating administrative functions, supporting staff and departments, welcoming visitors, assisting with events, and maintaining a hospitable environment that reflects the spirit of the Gospel.

Responsibilities

• Coordinate the daily operation of the front office and reception area.
• Ensure consistent front desk coverage.
• Provide administrative support to the Vicar for Evangelization and the Executive Director.
• Cookordinate administrative assignments and workflows among support personnel.
• Maintain office files, records, and correspondence.
• Manage incoming mail, deliveries, and distribution of packages.
• Aid in maintaining office supplies and inventory.
• Cookordinate scheduling and management of meeting rooms and shared spaces.
• Oversee program registration processes, including participant communication, check-in, attendance, and follow-up.
• Aid staff with administrative preparation for workshops, conferences, retreats, and diocesan events.
• Cookordinate meeting and event logistics, including room setup and hospitality.
• Aid with event hosting and guest services.
• Recruit and coordinate volunteers for designated programs and special events.
• Welcome visitors and program participants in a warm, professional, and hospitable manner.
• Serve as one of the primary points of contact for the Center.
• Ensure reception and public spaces remain welcoming and organized.
• Aid with food service and hospitality during meetings and events.
• Monitor and replenish promotional materials and informational displays throughout the Center.
• Provide administrative assistance to all departments within the Office of Evangelization.
• Answer, screen, and direct telephone calls professionally.
• Perform clerical duties including correspondence, document preparation, filing, photocopying, data entry, and mailing.
• Manage calendars and scheduling as assigned.
• Aid in maintaining databases and records.
• Collect, record, and prepare registrations, fees, collections, and small donations for deposit following diocesan procedures.
• Aid with maintaining accurate administrative records and reports.
• Support chapel scheduling and liturgical and worship space needs.
• Assist with updating website content.
• Support online registration systems and digital communications.
• Help maintain electronic files and databases.
• Assist staff with technology-related administrative tasks.

Qualifications

• Catholic in good standing who demonstrates a commitment to the teachings, mission, and values of the Catholic Church.
• Highly organized with excellent time management and multitasking skills.
• Self-motivated with the initiative to identify needs and solve problems proactively.
• Strong interpersonal, written, and verbal communication skills.
• Professional, welcoming, and service-oriented demeanor.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and database management.
• Ability to manage Outlook calendars and schedules.
• Familiarity with website content management systems is preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Flexibility to work occasional evenings or weekends as ministry events require.
• Ability to perform light physical work, including lifting and moving tables, chairs, cases of water, and event materials.