Administrative Assistant

Job Type

Full-time

Description

The Administrative Assistant provides essential administrative and operational support to ensure the smooth daily functioning of the organization. This role supports internal staff, leadership, and programs through processing, calendar management, event support, and donor database maintenance. The Administrative Assistant plays a key role in organization, communication, and accuracy across administrative functions.

Essential Duties and Responsibilities

Administrative & Office Support

• Perform general administrative duties including processing documents, data entry, filing, record maintenance, and serve as a point of contact for internal staff and external partners, directing inquiries appropriately.
• Maintain organized digital and physical records in accordance with agency policies.

Calendar & Scheduling Management

• Manage calendars for leadership.
• Schedule meetings, trainings, and events; prepare meeting materials as needed.
• Coordinate logistics such as room setup, technology needs, and meeting reminders.

Event Support

• Provide administrative and logistical support for agency events, meetings, community activities,
• and assist with event preparation, coordination, and follow-up, including tracking attendance
• and documentation.
• Support communications related to events, including invitations and confirmations.

Donor Database & Processing

• Enter and maintain accurate donor and gift information in the donor database.
• Process donations and generate acknowledgments promptly, and support basic donor reporting and data integrity efforts while maintaining confidentiality and accuracy of donor records.
• Answer donor inquiries in a professional and timely manner (phone/email, including questions about receipts, donation methods, gift designation, and pledge status.
• Other duties as assigned.

Expectations:

• Full-time staff members are required to attend their designated work site from Monday to Friday, typically from 8:00 AM to 4:30 PM. Core working hours may be subject to change based on the specific role and the requirements of the program.
• Participates effectively as a team member through communication, cooperation, information sharing, and problem-solving and participates in staff trainings, meetings, activities, and programs as required.

Supervisory Responsibilities

Volunteers as needed.

Education and/or Experience

High school diploma or equivalent required with at least 1 year of administrative or office support experience. Strong organizational skills with attention to detail and accuracy are critical for this role. Proficiency in Microsoft Office (Outlook, Word, Excel) or similar systems with the ability to manage multiple tasks, prioritize work, and meet deadlines. Strong written and verbal communication skills with 1 year experience supporting events, meetings, or calendars for leadership.

Certificates, Licenses, Registrations

None required.

Other Qualifications

Must successfully pass the Family Care Safety Registry and criminal background check and complete the Protecting God's Children VIRTUS training session. Possesses a valid driver's license and meets agency requirements for auto insurance coverage. Travel is a necessary component of the role.

Bilingual Preferred

Agency Mission

The work of Catholic Charities serves as an expression of the ministry of evangelization of the Roman

Catholic Church by serving the poor and most vulnerable in our society. Although staff are not to

proselytize, they are, however, expected to be guided in every way by the teachings of the Catholic faith

in their daily work. These include church teachings on abortion, sterilization, abstinence, and the

sanctity of the family as well as fidelity to the Catholic ethical religious directive of the United States

Conference of Catholic Bishops. In addition, all staff are invited to attend periodic Catholic Masses. As

employees of Catholic Charities, it is further expected that staff will adhere to the Diocesan code of

conduct. Employees are expected to not only perform duties consistent with the Doctrines of the

Catholic faith, but outside of the workplace they are expected to refrain from publishing any

communication in any form, electronic or otherwise, that affiliates them with Catholic Charities in a

manner that is inconsistent with the doctrine of the Roman Catholic faith.