Exec Asst to Director of Preplanning & Manager of Preplanning Administration - Sales Adminstration

Archdiocese of Los Angeles•East Los Angeles, CA

2d•Onsite

About The Position

Under general direction, performs diverse administrative and secretarial duties in support of the Directors of Preplanning. The position provides operational and administrative leadership in support of the Preplanning Department, ensuring efficient coordination of departmental processes, workflows, and administrative functions. Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

Requirements

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:
Minimum 5 years of related administrative experience
Knowledge of Archdiocesan and Church policies, procedures, and organization
Knowledge of English usage, grammar, spelling
Knowledge of basic bookkeeping and record keeping methods and procedures
Required: Intermediate to advanced MS Office w/ Outlook, Excel, Word and Power Point
Ability to maintain a high level of confidentiality
Ability to work independently and responsibly with little or no supervision
Ability to develop and maintain effective working relationships with all staff and outside vendors
Ability to use technology resources and possess typing, computer and spreadsheet skills sufficient to meet needs of job
Ability to communicate effectively in written and oral form

Nice To Haves

Active member of a Roman Catholic faith community preferred
Spanish bilingual a plus

Responsibilities

Composes correspondence, memos and craft sales administration processes & procedures to streamline department productivity
Collaborate with the Preplanning Managers and Preplanning Counselors to provide administrative support for preplanning initiatives & campaigns
Monitor preplanning performance metrics and prepare reports for executive management
Facilitate procedural training for preplanning department new hire training
Stay updated on industry trends and best practices to recommend improvements and optimizations
Assists in coordinating with management to ensure timeliness of the timecard/ timekeeping process
Process invoices, expense reports, check requests
Orders, maintains office supplies
Coordinates various meetings, workshops, and other activities and events
Assists with special projects as assigned
Assist with customer service inquiries and elevate to appropriate departments as necessary
Assist in evaluating administrative workflows and recommend staffing or process improvements
Provide guidance, coaching, and performance feedback to administrative team members
Coordinate and conduct regular administrative meetings and training
Communicate all information related to administrative functions to the Director of Preplanning
Develop & update Standard Operating Procedures (SOP) surrounding administrative support functions as they relate to cemetery & mortuary preplanning functions
Maintains a digital repository for all documents, SOPs, policies & procedures and preplanning production tracking forms
Serve as the primary administrative liaison between the Preplanning Department and internal departments including Finance, HR, Marketing, and Operation
Maintain oversight of administrative workflows to ensure accuracy, consistency, and efficiency in departmental operations
Assist leadership with tracking sales activity, commission documentation, and bonus approval workflows
Prepare and distribute recurring performance summaries, dashboards, and operational updates for management review
Ensure proper documentation and processing of preplanning agreements, paperwork, and related administrative requirements
Ensure administrative procedures comply with company policies, regulatory requirements, and cemetery and mortuary preplanning standards
Audit administrative records and documentation to maintain accuracy and completeness
Maintain and support internal systems used by the preplanning team (CRM, reporting systems, internal databases)
Identify opportunities to improve system usage, documentation, and reporting accuracy
Provide operational insights and administrative recommendations to the Directors of Preplanning