Administrative Assistant to Chief Administrator - Pastoral Offices

Diocese of Beaumont•Beaumont, TX

About The Position

The Administrative Assistant provides centralized administrative, operational, and project support for the Pastoral Offices of the Diocese of Beaumont. The role supports pastoral ministries, parish services, commissions, committees, and diocesan initiatives through communications, scheduling, records management, event support, financial processing, data management, and office operations. The position reports directly and exclusively to the Chief Administrator-Pastoral Offices, who assigns work, sets priorities and deadlines, balances workloads, resolves competing requests, evaluates performance, and provides supervision and professional development. The Administrative Assistant is not responsible for independently resolving competing priorities and refers questions about workload, priorities, or deadlines to the Chief Administrator. The role has no supervisory responsibilities. The position supports the Diocese’s mission through selfless service, joyful Christian witness, and a willingness to grow. It is full-time, with regular office hours Monday through Friday from 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required. The work environment is an office with computers and printers and usually moderate noise.

Requirements

Associate degree from a two-year college or technical school; two years of administrative or secretarial experience and training; or an equivalent combination of education and experience.
Proficiency with Microsoft Office 365 applications, including Word, Excel, Outlook, PowerPoint, Forms, Loop, and Planner.
Ability to learn Canva, database systems, event-registration platforms such as RegFox, and other departmental software.
Accurate data entry, spreadsheet maintenance, report preparation, document production, and secure handling of confidential records.
Ability to read and comprehend instructions, correspondence, and memoranda; prepare clear, professional written communications; and proofread materials for accuracy.
Ability to perform basic arithmetic, calculate rates, ratios, and percentages, and draw and interpret graphs.
Ability to follow detailed written or oral instructions and address problems involving a few concrete variables in standardized situations.
Current valid Texas Driver’s License.
Must attend Safe Environment Training and earn a certificate.
Ability to anticipate routine administrative needs, organize work efficiently, follow assignments through to completion, meet deadlines, and seek clarification when needed.
Ability to compose professional correspondence, minutes, and reports; maintain orderly office systems consistent with diocesan guidelines; learn diocesan operations quickly; collaborate across departments; and work effectively under pressure while maintaining accuracy and professionalism.
Ability to meet the physical demands of the role, including regularly using hands and talking or hearing; frequently sitting and reaching; occasionally standing, walking, and climbing stairs; frequently lifting or moving up to 10 pounds and occasionally up to 25 pounds; and having the specified vision abilities.

Nice To Haves

Bilingual proficiency in English and Spanish.
Practicing Catholic in good standing.

Responsibilities

Provide comprehensive administrative support to the Pastoral Offices under the Chief Administrator’s direction.
Welcome visitors and provide professional hospitality and customer service.
Answer, screen, and route telephone calls, emails, and correspondence.
Schedule meetings, appointments, and conferences; coordinate calendars, meeting spaces, equipment, and logistics.
Draft, edit, proofread, format, and distribute correspondence, reports, presentations, agendas, minutes, and other documents.
Maintain electronic and physical filing systems in accordance with diocesan policies; process incoming and outgoing mail; maintain office supply and resource inventories; and provide reception coverage as assigned.
Process Appeal for Catholic Ministries contributions.
Maintain confidentiality regarding personnel, ministry, financial, and pastoral matters.
Maintain accurate databases, contact lists, mailing lists, and ministry records; assist with newsletters, announcements, publications, digital communications, website and social media updates, and routine information packets.
Compile data, prepare reports for leadership review, and follow records-retention and archival procedures.
Assist with English-Spanish communications and translations when qualified.
Provide administrative support for meetings, trainings, workshops, conferences, retreats, liturgies, and special events.
Manage registrations using approved platforms; prepare rosters, attendance reports, name tags, signage, and event materials; coordinate hospitality, rooms, equipment, and logistics; and maintain registration and participant records.
Process event communications and follow-up, and assist with post-event evaluations and reporting.
Process invoices, purchase requests, reimbursement requests, income vouchers, and other administrative transactions.
Maintain budget spreadsheets and expenditure records, track grant expenditures and supporting documentation, and assist with financial and operational reports.
Maintain administrative records in accordance with diocesan policies and procedures; refer discrepancies, approval issues, and unusual transactions to the supervisor.
Support parish ministry consultation, pastoral outreach, formation programs, and other Pastoral Offices initiatives; assist with project coordination and implementation.
Maintain contact information for parishes, schools, volunteers, clergy, and ministry partners, and support communications and scheduling among diocesan entities.
Help develop and maintain standard operating procedures, templates, forms, and administrative workflows; identify opportunities to improve efficiency, organization, communication, and service delivery.
Support implementation of new technologies, systems, and administrative processes, and participate in organizational initiatives supporting pastoral renewal and strategic priorities.
Perform other duties and special projects as assigned by the Chief Administrator.