Administrative Assistant II, Evangelization, Chancery Office

Position Summary

The Administrative Assistant will report to the Senior Director of Evangelization. The Administrative Assistant coordinates communications, registration, venues for events, catering and hospitality, policy compliance issues and all communications with local contacts for events in the department. The Administrative Assistant, as a member of department for Evangelization staff, works together with Evangelization team and Chancery staff, to collaborate on projects and the planning process.

The Administrative Assistant requires someone with high energy, flexibility, can work independently, bilingual and bicultural, independently solve problems, project management skills and proactive attitude.

(other duties may be assigned)

• Ability to work collaboratively and cross-functionally with other departments within a team environment with staff, church officials and volunteers.
• Provides support to the Evangelization team to coordinate operational activities and streamline office processes and procedures.
• Responds to communication requests, using judgment and initiative to determine the approach or action to take.
• Maintain a file system both hard and electronic copies for the Evangelization team.
• Support new project development in coordination with the Evangelization team.
• Complete projects and special assignments in a timely manner by establishing objectives, determining priorities, managing time, exercising problem solving and adjusting plans accordingly.
• Assist in updating Evangelization team calendar, conference room and zoom reservations.
• Organizes and updates participants’ registration, attendance, assignments and information for courses, workshop and other events
• Coordinates logistics for speakers and vendors, including bill payments
• Coordinates and manages meetings as requested by the Director to ensure a smooth execution within allotted budget and timeline, including but not limited to:
  • Reserve locations and Teams/Zoom set-up; communicate information to attendees; coordinate hospitality; prepare resources; assist with set up of tables, chairs, and technology needed.
  • Act as liaison with parishes, schools and other sites where meetings and events and hosted
  • Provide technical assistance as technical usher during Teams/Zoom meetings/events
• Obtain, enter data, organize and reconcile pertinent data as needed for reporting and other uses.
• Ensure supplies for events and hospitality are on hand as needed.
• Assist in office bookkeeping tasks, including:
  • Prepare deposit for money collected in the department and record all deposits in the appropriate categories.
  • Set up vendors and prepare invoices for balances due. Process payments’ request for various projects as assigned
  • Prepare income/expense sheets for events.
• Collaborate with team to maintain an orderly supply room and two-storage rooms in lunchroom
• Back-up for front desk reception.
• Additional tasks as assigned.

• Communicates, collaborates and cooperate with all staff on the Evangelization team.
• Works collaboratively and cross-functionally with all departments and offices in the Chancery offices, parishes other Arch/Dioceses and organizations.
• Provides support to fundraiser events.
• Prepares hospitality in-house meeting set-up conference room set-up.
• Collaborate on preparing event materials, certificates, nametags, packets, and other materials as requested for events, trainings and other.
• Create and update Office 365 online Forms and work quickly with Excel.
• Prepare department meeting agenda, meeting minutes and reports as requested.
• 2
  -3 years of experience in Parish Life as staff or volunteer preferred.

• Volunteers (non-DSJ employees)
• Interns (temporary, part-time)

To perform this job successfully, the Administrative Assistant must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Bachelor Degree with a minimum of 3-5 years…