Administrative Assistant I

Word on Fire • Rochester, MN

33d • Hybrid

About The Position

Administrative Assistant I Reports to Senior Executive Assistant Word on Fire Catholic Ministries is a nonprofit global media apostolate that supports the work of Bishop Robert Barron and reaches millions of people to draw them into—or back to—the Catholic faith. The Administrative Assistant I works alongside the Senior Executive Assistant in managing the daily workflow of the Word on Fire (WOF) executive office. In this supporting capacity, the Administrative Assistant I acts as a reliable operational backup, whose focus is to execute daily duties with high precision, keeping the entire executive team organized and running efficiently.

Requirements

• Bachelor's or Associate's degree in Administration, or similar field of study, or 2 years of administrative experience in a corporate, or church office, setting
• Proficient in Google Workspace (Gmail, Calendar, Docs, Slides, Sheets) and Microsoft Office Suite (Excel, Word, PowerPoint) for presentation design and data management
• Self-starter and possesses a high attention to detail
• Exceptional organizational and time-management capabilities, reflecting the ability to prioritize multiple tasks and manage conflicting deadlines under pressure
• High degree of professionalism in written and verbal communication skills
• Proven ability to handle confidential and sensitive information with absolute discretion
• Ability to travel as needed
• Ability to work off-hours including nights and weekends as needed
• Commitment to the mission of Word on Fire

Nice To Haves

• Prior experience supporting senior management or functioning with an executive administrative team
• Possesses a proactive, resourceful approach to problem-solving and the capacity to adapt quickly to competing demands or last-minute changes
• Strong interpersonal skills with a demonstrated ability to build professional relationships with cross-functional staff, external partners, and high-level stakeholders
• Familiarity with the work of Word on Fire

Responsibilities

• Assist the Senior Executive Assistant in managing active executive calendars, identifying conflicts, and scheduling internal and external meetings
• Perform general administrative tasks, process expense reports, and execute out-of-office errands necessary to support executive operations
• Collaborate with travel agents and external vendors to manage logistics, lodging, transportation
• Create complex domestic and international travel itineraries for C-Suite executives, including updating to reflect any last-minute adjustments
• Draft, edit, and format slide decks, presentations, and briefing documents for senior leadership and board meetings
• Serve as the primary operational backup for the Senior Executive Assistant during absences, ensuring continuous, seamless support for the Chief Executive Officer and Founder’s office
• Maintain general office supplies and manage inventory for office
• Works in conjunction with Human Resources and in office departments to plan and execute employee engagement events throughout the year
• Handle all job responsibilities with a high degree of discretion and confidentiality

Benefits

• Work-from-home Wednesdays and up to 20 additional work-from-home days throughout the year
• Several 100% Word on Fire-paid insurance benefits: life, short-term disability, and long-term disability
• Other insurance benefits: medical, dental, vision, HSA, FSA, accident, critical illness, and hospital indemnity
• A retirement plan with a 3% target employer contribution
• Generous paid time off and paid holidays
• Paid parental leaves at 100% of base salary
• Access to Word on Fire’s incredible wealth of content and resources

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree