The Administrative Assistant will provide comprehensive administrative and clerical support to the various departments within the chancery. The role requires a high level of professionalism, confidentiality, and an understanding of the mission of the Catholic Church.
Essential Job Functions:
• Provide general administrative support, including acting as the Receptionist and managing the mail/FedEx and limited vendor invoices.
• Greet visitors, answer inquiries, and provide general information regarding chancery services.
• Handle routine correspondence, emails, and phone calls in a professional manner.
• Assist in scheduling meetings, appointments, and maintaining schedules
• Prepare and distribute letters, reports, memos, and other documents as requested.
• Coordinate with the Offices at the chancery to plan, organize, and oversee various events, including but not limited to, ceremonies, conferences, social functions, and meetings.
• Coordinate event logistics such as catering, decor, audio-visual requirements, and guest accommodations.
• Collaborate with staff and volunteers to ensure seamless execution of events while adhering to budgetary constraints and diocesan guidelines.
• Maintain inventory and order office supplies, ensuring the office is well-equipped.
• Ensure that sensitive information is handled with the utmost confidentiality and respect for Church protocol.
Required Competencies:
• Must personally and joyfully seek to know, love, and serve Jesus Christ through active participation in the life of the Catholic Church.
• Must publicly profess and strive to follow Catholic teachings as proclaimed by the Magisterium of the Church.
• Proven experience in event planning, guest services, or hospitality management, preferably within a Catholic environment.
• Strong interpersonal skills with the ability to interact effectively with individuals from diverse backgrounds.
• Excellent organizational and time management abilities, with the capacity to multitask, prioritize tasks, and meet deadlines.
Work Relationships:
• Chancery Offices
• Chancery staff
• Parochial Administrators & Parochial Vicars
• Parish & School staff
• Diocesan Councils
• Guests and visitors
Full Time/Part-Time:
• Part-time
Normal Workdays & Hours:
• Flexible schedule
• Some nights and weekends are required for events.
