Administrative Assistant I - Legal & Compliance Office

Diocese of Phoenix Diocesan Pastoral Center•Phoenix, AZ

6d•Hybrid

About The Position

The Administrative Assistant I provides broad administrative, clerical, and organizational support to the Diocese of Phoenix’s Legal & Compliance Office. The position supports the General Counsel and Paralegal & Compliance Manager and helps maintain departmental records, coordinate communications and scheduling, and provide administrative assistance for legal and compliance matters serving diocesan ministries, schools, parishes, and organizations. The role maintains electronic and physical records; coordinates calendars, rooms, meetings, workshops, training sessions, and events; prepares correspondence and other materials; routes inquiries and documents; processes invoices and reimbursements; and assists with records management in accordance with established policies and procedures. It involves regular professional interaction with clergy, diocesan staff, parish and school personnel, outside counsel, and other organizations. The work is primarily in a professional office environment, with occasional remote work as permitted.

Requirements

Must be an active practicing Roman Catholic able to articulate a clear understanding of the Catholic faith and serve as a committed witness to its mission.
High school diploma or equivalent required.
Ability to maintain strict confidentiality and handle sensitive information with discretion and professionalism.
Strong organizational skills, including the ability to manage multiple projects, prioritize tasks, and meet deadlines.
Excellent attention to detail and accuracy, particularly in document preparation and recordkeeping.
Strong written and verbal communication skills.
Proficiency in Microsoft Office applications, especially Outlook, Word, Excel, PowerPoint, SharePoint, and Teams, and ability to learn additional software and online platforms.
Ability to proofread and format professional documents accurately.
Knowledge of general office procedures, document management, records retention, and filing systems.
Ability to understand and follow established policies, procedures, and workflows.
Strong interpersonal skills and ability to work professionally with clergy, diocesan staff, parish and school personnel, outside counsel, and other contacts.
Ability to exercise sound judgment when handling sensitive, confidential, or privileged information.
Ability to work independently and contribute effectively as part of a team.
Ability to work effectively amid frequent interruptions and changing priorities.

Nice To Haves

Associate’s degree.
Experience working in a professional office environment.
Familiarity with legal, compliance, or records management processes.

Responsibilities

Provide administrative support to the Legal & Compliance Office, including the General Counsel and Paralegal & Compliance Manager.
Maintain and organize departmental records in electronic and physical formats.
Coordinate departmental calendars, conference room reservations, and scheduling for meetings, workshops, training sessions, and other events.
Prepare correspondence, presentations, meeting materials, and other documents.
Monitor and route telephone, email, and mail inquiries, ensuring timely responses or referrals.
Process invoices and reimbursement requests, and reconcile credit card statements with supporting receipts.
Route documents for review and signature, maintain tracking logs, follow up on outstanding documents and approvals, and retain completed copies.
Assist with the records management program, including organizing records and supporting approved records transfers and destruction under established policies and procedures.
Communicate professionally, accurately, and promptly with clergy, parish personnel, school administrators, diocesan staff, and outside agencies.
Perform general office duties, including filing, scanning, copying, mailing, and document preparation.
Perform other related duties necessary for the smooth flow of operations in the Legal & Compliance Office.