Administrative Assistant

Pastoral Planning Office - Omaha

Admin & Clerical
Full-Time
POSITION TITLE: Administrative Assistant

DEPARTMENT: Pastoral Planning

REPORTS TO: Director of Pastoral Planning

EFFECTIVE DATE: January 27, 2022

CLASSIFICATION: Regular, Full-Time, Non-Exempt

HOURS PER WEEK: 40


POSITION SUMMARY
Works under the supervision of the Director of Pastoral Planning in advancing the Pastoral Vision of “One Church: encountering Jesus, equipping disciples, and living mercy.” Will provide diverse, advanced, and confidential administrative support to the director and other pastoral planning team members. Responsible for scheduling events and appointments. Performs office tasks including drafting communication, records maintenance, supply ordering, and basic bookkeeping such as expense report processing. Assists with project management and event coordination to include facility reservation, logistics management, and communication with guests and presenters. May be exposed to sensitive information, and must use considerable tact, diplomacy, and judgment.

PRINCIPLE DUTIES AND RESPONSIBILITIES
General Administrative Support: Provides high-level administrative support and assistance to the director and other assigned staff.
• Appointments and calendar management, including appointment conflict resolution
• Composes, edits, and distributes letters, reports, and other professional correspondence
• Performs office tasks such as maintaining records and ordering supplies
• Manages communication, such as arranging conference calls and MS Teams meetings, and managing incoming and outgoing phone calls and email
• Processes miscellaneous communication, e.g., thank-you notes, welcomes, and holiday cards
• Performs basic bookkeeping, such as expense report and invoice processing
• Assists with projects, conducts research, generates reports, and performs additional duties as assigned by the director or other pastoral planning team members

Pastoral Planning Event Support: Assists in coordination of pastoral planning events.
• Assists with facility reservations, planning and coordination of logistical details, program resources, and communication to program participants
• Assists with coordination of event catering
• Builds and manages event registration system, coordinates invitation accountability and tracking

KNOWLEDGE, SKILLS, AND ABILITIES
• Demonstrated ability to maintain confidentiality
• Thorough, accurate, and timely in all aspects of assigned duties
• Excellent time management skills with a proven ability to prioritize and manage multiple responsibilities in a fast-paced environment
• Excellent verbal and written communication skills
• Excellent organizational skills, with extensive knowledge of office administration, clerical procedures, and recordkeeping systems
• Welcoming and engaging personality; enjoys meeting and interacting with all types of people

EDUCATION AND EXPERIENCE
• Background in and/or knowledge of the Catholic Church with a demonstrated commitment to the mission and teachings of the Church
• At least two years of experience in an administrative assistant or similar role required
• A successful history of creatively organizing and managing a variety of company events and activities
• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software
• Undergraduate degree or equivalent experience preferred

TRAVEL REQUIREMENTS
• Occasional travel required in support of urban and rural events.