Executive Administrative Assistant

Job Type Full-time Description

Reports To: Executive Administrative Assistant

Schedule: M – F / 8:30am – 5:00pm, weekends and evenings as needed, must have open availability to fulfill operational needs

FLSA Status: Non-Exempt, Full-Time

Summary: The Executive Administrative Assistant will execute a variety of office and highly confidential administrative duties in support of the Auxiliary Bishop/Moderator of the Curia. This will include but not limited to office reception, receiving telephone calls, and assisting with written correspondence to and from the Bishop’s office while maintaining confidentiality.

The Executive Administrative Assistant will maintain a close and highly responsible relationship to the day-to-day activities of the Auxiliary Bishop and in some cases, the staff of the Archbishop and Chancellor’s Office. 

Requirements

Position Responsibilities:

• *Maintain the calendar of the Auxiliary Bishop/Moderator of the Curia and in some cases, the Chancellor’s Office.
• *Provide various administrative support to the Office of the Auxiliary Bishop
• *Responsible for meeting set up, hospitality, and room reservation.
• *Coordinate and arrange all out of town travel, to include flight, hotel, airport shuttles/taxi reservations, and travel itineraries, for the Office of the Auxiliary Bishop/Moderator of the Curia.
• *Responsible for screening all incoming and making outgoing calls for the Office of the Auxiliary Bishop/Moderator of the Curia in both English and Spanish.
• *Responsible for incoming and outgoing correspondence, to include FAX, Scan, Email and post office mail, for the Office of the Auxiliary Bishop/Moderator of the Curia in both English and Spanish, to include correspondence to the Vatican/Rome.
• *Responsible for maintaining incoming and outgoing correspondence for Region X Bishops, Texas Catholic Council of Bishops (TCCB) and United States Catholic Council of Bishops (USCCB).
• Provide administrative support to the Director for Strategic Planning & Priorities to include meeting set up, hospitality and room reservation.
• *Track and schedule all charity dinners for the Office of the Auxiliary Bishop/Moderator of the Curia.
• *Responsible for annual and special projects for the Office of the Archbishop through the Moderator of the Curia, such as, Lumen Gentium and Ordinations.
• *Responsible for creating letters, reports and memorandums to various offices, ministries, and organizations within and outside of the Archdiocese.
• *Responsible for word processing, mail merges, creating spreadsheets, presentations, and data entry.
• *Prepare and provide signature requests for the Office of the Auxiliary Bishop/Moderator of the Curia from various offices within the Archdiocese.
• *File and retrieve organizational documents, records and reports – maintaining all files for department in a systematic and organized manner in a digital format. 
• *Coordinate in-person and virtual meetings for Office of the Auxiliary Bishop/Moderator of the Curia, as requested
• *Responsible for follow up on action items as required by the Office of the Auxiliary Bishop/Moderator of the Curia.
• Monitor inventory of office supplies and orders as needed. 
• Report and request maintenance for space and equipment as required.
• *Create and modify documents such as reports, memos, letters, check requests and expense reports for the Office of the Auxiliary Bishop/Moderator of the Curia. 
• 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.
• Perform other duties as assigned.

* Essential Functions - ADA

Minimum Qualifications: 

Education:

• Bachelor’s degree or equivalent combination of education and experience. 

Experience:

• At least five (5) years’ experience of working in an administrative role providing direct support to a senior-level executive.
• Bilingual in Spanish and English 
• Practicing Catholic or fam