DIOCESE OF PENSACOLA-TALLAHASSEE
JOB TITLE Project and Administrative Assistant
DEPARTMENT Office of Construction and Properties
DATE 09/24 FLSA STATUS Exempt
JOB SUMMARY
We're seeking a proactive individual skilled at coordinating the requirements of a construction and properties office and assist with documenting projects throughout their lifecycle. The Project and Administrative Assistantshould possess exceptional organizational and communication abilities, capable of detailing multiple projects concurrently. Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions.
JOB RESPONSIBILITIES
1. Schedule and coordinate meetings, prepare reports and other confidential materials. Arrange for lunch during meetings as needed.
2. Open, sort, and distribute incoming correspondence, including US mail.
3. Budget preparation and management.
4. Process incoming and outgoing correspondence.
5. Manage incoming/outgoing phone calls.
6. Make travel arrangement for director as requested.
7. Document project planning, budgeting, and resource allocation.
8. Collaborate with stakeholders to understand project details
9. Utilize computer systems to maintain status of projects.
10. Communicate project status and milestones.
11. Communicate with various stakeholders.
SUPERVISION
Director of Construction and Properties
JOB SPECIIFCATONS
: Associates degree or equivalent from two-year college or technical school required.
: At least three years in related field preferred.
: Valid Florida driver’s license; must pass background screening, credit check and all diocesan requirements for employees.
Demonstrated ability to:
1. Prioritize and coordinate multiple projects simultaneously;
2. Assist with planning, scheduling and coordinating meetings and special events, including working effectively with participants, presenters and suppliers;
3. Effectively organize and catalog/file and retrieve a wide variety of information;
4. Perform basic bookkeeping and create and properly handle expense reports, purchase orders and other financial documents;
5. Work with web based programs;
6. Use Microsoft Office proficiently, including Word, PowerPoint, Outlook, and Excel;
7. Operate a multi-line phone system, including pleasantly and properly handling a wide variety of calls;
8. Work independently;
9. Employ strong written and oral communication skills as well as good judgment and decision-making abilities;
- Attention to detail and accuracy;
- Bi-lingual in Spanish preferred;
: Must be flexible and able to perform a variety of duties, often changing from one task to another of a different nature without loss of efficiency or composure; communicate effectively with people from all socioeconomic backgrounds; professional appearance and demeanor.
: Inside environment, protected from weather, but not necessarily from temperature changes. Provide event and program support some weekends and evenings throughout the year.
: Perceive characteristic of objects through the eyes; express or exchange ideas by means of the spoken word; perceive the nature of sounds by the ear; sit for prolonged periods of time; frequent walking and /or standing; able to lift, carry, push or pull
35 lbs maximum with frequent lifting and/or carrying of 20 lbs.
Job Type: Full-time
Pay: $35,000.00 - $46,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Application Question(s):
- Do you have project coordination/management experience?
Experience:
- Customer service: 4 years (Preferred)
Ability to Commute:
- Pensacola, FL 32502 (Required)
Ability to Relocate:
- Pensacola, FL 32502: Relocate before starting work (Required)
Work Location: In person
