Archdiocese of San Antonio - Executive Administrative Assistant at Archdiocese of San Antonio

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. 

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.

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 familiarity with the Catholic Church

License and Credentials:

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills: 

• Must have a high degree of flexibility and multi-tasking. This position requires the Executive Secretary to support the Office of the Auxiliary Bishop/Moderator of the Curia carrying out duties responsibly.
• Ability to write reports and correspondence.  
• Ability to articulate effectively and present information/respond to questions from individuals. 
• High proficiency in the use of computer software, smartphone, social media, Microsoft Office Suite and virtual platforms (Zoom, Teams, etc.).
• 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 and in a fast-paced environment. 
• Must have strong organizational skills, ability to develop and maintain digital 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 good written and verbal skills.
• Must have good critical thinking and problem-solving skills.

Travel Requirements: Travel requirements for the position includes 20% local and 0% overnight.