Administrative Assistant

Administrative Assistant

Reports To: Episcopal Delegate for the Diaconate and Episcopal Delegate for Consecrated Life and Societies of Apostolic Life

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

FLSA Status: Non-exempt, Full-time

Summary: The Administrative Assistant is responsible for supporting the (Diaconate and Consecrated Life) Office by performing a variety of administrative tasks while maintaining a high level of confidentiality. This will include but not limited to office reception, receiving telephone calls, and assisting with correspondence to and from the office.

Position Responsibilities

• Provide various administrative support to the office
• Responsible for meeting coordination, set up and support (invites, drafting agendas, notetaking/minutes, hospitality, etc.)
• File and retrieve 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
• Responsible for creating letters, reports and memorandums to various offices, ministries, and organizations within and outside of the Archdiocese.
• Responsible for creating newsletters, flyers, brochures and worship aids.
• Responsible for word processing, mail merges, creating spreadsheets, presentations, and data entry.
• Coordinate full logistics of Office events (hospitality, venue, invites, registration forms, communication, billing, etc.)
• Responsible for incoming and outgoing correspondence, to include phone calls, FAX, Scan, Email and post office mail, for the Office.
• Responsible for follow up on action items as required by the Office
• Monitor inventory of office supplies and orders as needed.
• Adhering to safety training and protocols on a daily basis and, taking precautionary measure to ensure the safety and well-being of self, others.
• Responsible for protecting 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.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Perform other duties as assigned.

Minimum 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

License and Credentials :

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum 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.
• Must have a high attention to detail and be able 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.
• Ability to create newsletters, flyers, brochures and worship aids.
• 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.
• Must have strong organizational skills, ability to develop and maintain processes for filing and developing helpful procedures to enhance work environment and efficiencies.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal skills.
• Must have good critical thinking and problem-solving skills.

Travel Requirements: Travel requirements for the position includes 10% local and 0% overnight.