Administrative Assistant to Bishop Emeritus

Job Description

Administrative Assistant - Bishop Emeritus - part-time Annandale
Annandale, VA, USAReq #119
Thursday, April 4, 2024
POSITION SUMMARY: Hours are M-F 10:00 am to 2:00 pm or 11:00 to 3:00 pm based in Annandale
Please include a cover letter with resume
POSITION SUMMARY:
The Administrative Assistant performs a variety of complex and highly confidential administrative duties in support of the Bishop Emeritus.
PRINCIPAL DUTIES:
• Schedule/reschedule professional and personal meetings, events, and appointments, including medical. Update and maintain calendar, provide daily calendar briefing, follow-up and provide reminder notices as appropriate. Ensure that Bishop has all materials necessary for meetings, events, and appointments.
• Assist with the obtainment, scheduling, and coordination of registration, transportation, meals, and lodging related to professional and personal engagements, meetings and appointments.
• Support and coordinate special meetings and events, including meeting logistics (e.g., USCCB Meetings and Region IV Bishop Retreats).
• Receive, screen, and direct visitors as well as incoming telephone calls and voicemail messages. Respond directly to routine requests and inquiries.
• Receive, open, review, and direct incoming correspondence, including faxes and email. Prepare outgoing correspondence. May respond directly to correspondence containing routine inquiries.
• Prepare reports, memos, letters, and other documents, including the typing of Bishop's homilies. Select, prepare, and distribute Christmas, Mass, and Confirmation cards, celebratory cards, and letters of thanks.
• Select, order, prepare, and coordinate distribution of Christmas, Easter and other gifts and flower arrangements.
• Review personal and professional bills for accuracy and submit for payment or confirm auto payment on a timely basis. Assist with mobile deposits. Request reimbursements as necessary.
• Design and maintain spreadsheets, databases, and mailing lists. Update iMIS database as necessary, including address changes, new/retired/deceased Bishops, and Christmas card list changes.
• Establish, retrieve, and maintain computer-based and paper files and records for professional and personal use. Photocopy and scan materials.
• Maintain, secure, and protect confidential information and reports.
• Assist with the troubleshooting of technical issues with Bishop's iPhone and iPad, including apps. Provide support for participation in online meetings, webinars, etc.
• Maintain an inventory of supplies.
RESPONSIBILITIES AND AUTHORITY:
• Supervision Received
From Bishop Emeritus.
• Physical Demands/Working Environment
While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 - 50 pounds
Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
Work performed in an office setting
Work usually performed in an individual, well-lighted cubicle. The noise level is usually low. The space is wheel chair-accessible
QUALIFICATIONS:
• Knowledge/Skills: Intermediate proficiency in Microsoft Office - Word, Excel, Outlook, and PowerPoint - including the ability to create and maintain Mail Merges in MS Word and to create and maintain calendars in MS Outlook; highly proficient in use of common office equipment, including copiers and scanners; strong verbal and written communication skills with a customer service orientation; strong planning and organizational skills; strong attention to detail; ability to use accounting or related computer programs to process and keep records; ability to comprehend and apply specialized nomenclature, systems and procedures; ability to handle sensitive situations appropriately and with discretion and confidentiality; high level of energy and enthusiasm; active listener; team player.
• Education Required: High school graduate or equivalent.
• Years and Types of Experience: 2 to 4 years of administrative or office experience, including experience supporting a senior level manager requiring calendar management support.
Other details
• Pay TypeHourly
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Pay Type Hourly

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About the Employer

The Diocese of Arlington is a thriving community composed of seventy parishes in the Northern Virginia area. Since its founding in 1974, the Diocese has grown significantly, becoming one of the fifty largest dioceses in the United States. Currently there are 446,500 registered Catholics and over 275 priests in the Diocese.