Administrative Assistant

Administrative Assistant

St. Thrse of Carmel Catholic Church, a vibrant parish serving approximately 3,000 Catholic families in Carmel Valley, San Diego, is seeking a welcoming, organized, and service-oriented Administrative Assistant. This position serves as the first point of contact for parishioners, visitors, and callers, while providing administrative and communications support to ensure the smooth daily operation of the parish office.

The ideal candidate possesses excellent interpersonal and organizational skills, demonstrates professionalism and discretion, and is committed to providing exceptional service in support of the parish mission.

Summary of Responsibilities

• Office Administration and Reception
• Serve as the primary receptionist for the parish office, providing a welcoming and professional presence.
• Answer incoming telephone calls, monitor voicemail messages, and route inquiries to the appropriate staff member or ministry.
• Greet parishioners and visitors, responding to questions and assisting with requests.
• Receive, sort, and distribute incoming mail and packages.
• Process new parishioner registrations and coordinate welcome communications.
• Maintain parish office records and assist with general administrative tasks.
• Update and manage calendars, templates, and documents using Microsoft Office applications.
• Parish Communications
• Coordinate and assist with parish communications, including the weekly bulletin, Flocknote messaging, and parish website updates.
• Prepare and edit written communications and announcements to support parish programs and events.
• Utilize Canva, Adobe Creative Suite, and other communication tools to create and maintain parish materials.
• Parish Services Support
• Receive and document cash and check payments for candles, Mass intention cards, and other parish-related transactions.
• Maintain accurate records and ensure proper handling of financial receipts and documentation.
• Support parish staff with special projects and administrative needs as assigned.
• Additional Responsibilities
• Perform other duties as assigned by the Pastor or Pastoral Assistant to support the mission and operations of the parish.

Requirements

• Previous administrative, receptionist, or office support experience required.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Experience with Canva, Adobe Creative Suite, database management, and digital communication platforms preferred.
• Experience in a church, nonprofit, or service-oriented environment is a plus.

Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills with a welcoming and professional demeanor.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Highly organized, detail-oriented, and dependable.
• Self-motivated with the ability to work independently and collaboratively.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong work ethic, punctuality, and commitment to excellence.
• Familiarity with the structure, mission, and practices of the Roman Catholic Church preferred.

Physical Demands

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a telephone. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds. This position may require evening and weekend work.

The physical demands described here 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.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

St. Thrse of Carmel Catholic Church, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age or veteran status.

Catholic Diocese of San Diego Schools