Executive Administrative Assistant

Archdiocese of San Antonio•San Antonio, TX

About The Position

The Executive Administrative Assistant provides administrative support and assistance to the Department Head and the Department for Pastoral Ministries team with professionalism and efficiency. The executive assistant coordinates the department’s finances including daily expenses, revenue, preparation of annual budgets and administration of grants. This position is responsible for assisting Directors, Coordinators and Department Head with administrative responsibilities such as execution of reports, processing applications and budgetary needs. This position requires excellent customer service to those within the department, the Pastoral Ministry Center and across the archdiocese.

Requirements

High school diploma or equivalent
Minimum of five (5) years of working in an administrative role providing direct support.
Reliable transportation
Valid driver license
Valid vehicle insurance
Fluent in English and Spanish
Must have a high degree of flexibility and multi-tasking
Must display high level of honesty and integrity
Basic knowledge of Catholic liturgical norms and theology
Ability to coordinate and track budget usage
Ability to write reports and correspondence
Ability to articulate effectively and present information/respond to questions from individuals
Skilled in the use of computers, software and social media, such as Microsoft Office Suite, including Publisher, PowerPoint, Outlook and Excel. Efficient in communication through smartphone and social media
Ability to solve practical problems and deal with a variety of situations with limited knowledge/experience in the most professional manner
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must be able to work under pressure
Ability to have strong organizational skills, develop processes for filing and developing helpful procedures to enhance work environment and efficiencies
Must be detail oriented, organized, self-motivated, work well independently and on a team
Must have excellent written and verbal communication skills
Must have good critical thinking and problem-solving skills

Nice To Haves

Bachelor’s degree preferred
Experience in an administrative role in a ministry setting or related ministry experience preferred.
Practicing Catholic or familiarity with the Catholic Church preferred

Responsibilities

Provide various administrative support to the Department Head and department as assigned
Take incoming phone calls and provide general information or directs calls to the appropriate team member
Respond to and resolves administrative inquiries and questions.
Welcomes and interacts with lay people, priests, clergy, visitors, and vendors. Ensures that all are properly received with due hospitality and Christian charity
Process all check requests for Department Head’s signature
Reconciles monthly budget and provide reports to Directors and Department Head
Gathers all preliminary budget information and creates draft budgets for review by Directors and Department Head.
Develops and updates Standard Operating Procedures (SOP’s) necessary for the department to complete tasks.
Receive and process all applications for Lay Ministry Formation Fund Review Committee.
Create and maintain up to date reports for availability of budgeted funds.
Gathers information and helps prepare Quinquennial Report
Coordinate hospitality for department events and meetings. Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others.
Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
Performs other duties as assigned.