Administrative Assistant

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POSITION DESCRIPTION

Position: Administrative Assistant Department: Office of Property Management Administration Reports To: Office Operations Manager Classification: Non-Exempt General Description Serving 225 parishes and all Archdiocesan entities, the Administrative Assistant provides comprehensive administrative and operational support to the Office of Property Management. This position supports the department's construction, facilities maintenance, and environmental operations by coordinating administrative processes, maintaining records, facilitating communication, and ensuring the efficient execution of departmental functions. Specific Duties/Responsibilities The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs. Provide comprehensive administrative and executive support to the Executive Director, including calendar management, meeting coordination, travel arrangements, correspondence, and confidential communications. Coordinate departmental meetings, prepare agendas and minutes, track action items, and support special projects and departmental initiatives. Prepare, edit, and maintain reports, presentations, contracts, Requests for Proposal (RFPs), Letters of Intent, and other business and project documentation. Provide administrative support for construction, facilities, and real estate projects by coordinating bid openings, maintaining project records, tracking milestones and deadlines, and supporting Project Managers throughout the project lifecycle. Process purchase requests, APO forms, invoices, and payment documentation; monitor invoice status; and serve as the primary liaison with Finance, contractors, consultants, developers, and vendors regarding project-related financial matters. Maintain departmental filing systems, property and project records, RFP databases, and other electronic and physical records to ensure accuracy, organization, and confidentiality. Coordinate communication among parishes, clergy, contractors, consultants, developers, utility providers, government agencies, vendors, and internal departments to facilitate project and operational activities. Assist with departmental budgets, operational reports, data analysis, office operations, technology coordination, employee onboarding, and administrative policies and procedures. Exercise independent judgment in prioritizing work, managing competing deadlines, resolving routine administrative matters, and maintaining confidentiality. Perform other duties and special projects as assigned. Qualifications/Skills Excellent organizational, administrative, customer service, and interpersonal skills. Strong written and verbal communication skills. Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment. Demonstrated discretion, sound judgment, and the ability to handle confidential information. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and standard office equipment. Professional demeanor with the ability to build effective relationships with clergy, staff, contractors, and vendors. Education and/or Experience (Preferred) One to three years of administrative or executive support experience preferred. Experience supporting construction, facilities, property management, or project administration is preferred but not required. Physical Demands The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequently sit, stand, walk, bend, and reach throughout the workday. Regularly use a computer, telephone, and other standard office equipment. Occasionally lift and move office supplies and files weighing up to 25 pounds. Ability to communicate effectively in person, by telephone, and in writing. Ability to travel occasionally between Archdiocesan locations, if required. Rev. 07/2026 Monday - Friday, 8:45 AM - 4:45 PM 35 hours weekly, BENEFITS: A) Health Insurance B) Dental Insurance C) Life Insurance D) Pension E) Disability and F) Voluntary 403b Plan Archdiocese of Newark