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Archdiocese of San Antonio Careers · 5 hours ago

Executive Administrative Assistant

San Antonio,TX,US

Full-time

Onsite

Senior Level

5+ years exp

The Archdiocese of San Antonio is seeking an Executive Administrative Assistant to provide administrative support to the Department Head and the Department for Pastoral Ministries team. This role involves coordinating finances, assisting with reports, and ensuring excellent customer service within the department and across the archdiocese.

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

Qualification

Budget coordinationMicrosoft Office SuiteBilingual (English/Spanish)Administrative supportReport writingCustomer serviceOrganizational skillsProblem-solvingCommunication skillsIntegrity

Required

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