Administrative Assistant - Bilingual

Description

The Administrative Assistant assists the directors of the Evangelization & Faith Formation Department and collaborates with other administrative assistants in implementing the mission of the diocese by providing day-to-day administrative and clerical support.

Duties and Responsibilities

• Consistent with the vision and mission of the Catholic Center, contributes to a positive and healthy work environment for the staff at the Center.
• Greets visitors to the office in a professional and friendly manner.
• Provides routine coverage for front desk lunch breaks.
• Takes messages and responds to mail, emails, voicemails and telephone calls.
• Processes monthly credit card billing, check requests, recurring invoices and payments
• Tracks expenses for assisting with budget management.
• Mailing communications to parishes and database matters regarding Raiser’s Edge 
• Maintains database and mailing lists of parish contacts and leaders (for instance, hub leaders, MPFs, committees’ members, etc.).
• Assists with all aspects and logistics for events, workshops, conferences, meetings, trainings, parish visits (for instance, preparing materials, gravity forms, event registrations, promotional materials, speaker’s payments, food, car rentals, space reservations and set up, etc.).
• Assists with social media posting (for instance, Facebook, Instagram, Pinterest, etc.) and technology as needed.
• Updates and maintains website pages (for instance, resource documents, dates for events, policies, broken links, etc.) and ministry portal.
• Assists newsletters and statistics (for instance, research, formatting, etc.)
• Takes minutes of meetings as requested by the directors.
• Assists with written and verbal communication from Spanish to English and vice versa, as needed.
• Maintains filing system for all responsibilities.
• Creates a folder outlining and describing the aforementioned duties and responsibilities and updates it regularly (at least quarterly).
• Performs other duties as assigned.

Qualifications

• Practicing Roman Catholic.
• At least high school education, college degree preferred. 
• Secretarial/administrative experience or its equivalent.
• Computer skills in Microsoft Office.
• Energetic and able to multi-task, roll with the flow and be a team player.
• Ability to operate with discretion and maintain the highest degree of confidentiality.
• Excellent organizational and time management abilities, and attentive to detail.
• Experience working with minimal supervision.
• Ability to work occasionally on weekends and nights.
• Willingness and ability to learn new skills.
• Ability to adapt and to manage demands and needs for various directors/supervisors.
• Additional qualifications: Bilingual (Spanish/English), marketing skills.

Employee Classification

• Non-Exempt
• Full-time