Administrative Assistant

Job Description

The Administrative Assistant will provide comprehensive administrative and clerical support to the various departments within the chancery. The role requires a high level of professionalism, confidentiality, and an understanding of the mission of the Catholic Church.

Essential Job Functions:
• Provide general administrative support, including acting as the Receptionist and managing the mail/FedEx and limited vendor invoices.
• Greet visitors, answer inquiries, and provide general information regarding chancery services.
• Handle routine correspondence, emails, and phone calls in a professional manner.
• Assist in scheduling meetings, appointments, and maintaining schedules
• Prepare and distribute letters, reports, memos, and other documents as requested.
• Coordinate with the Offices at the chancery to plan, organize, and oversee various events, including but not limited to, ceremonies, conferences, social functions, and meetings.
• Coordinate event logistics such as catering, decor, audio-visual requirements, and guest accommodations.
• Collaborate with staff and volunteers to ensure seamless execution of events while adhering to budgetary constraints and diocesan guidelines.
• Maintain inventory and order office supplies, ensuring the office is well-equipped.
• Ensure that sensitive information is handled with the utmost confidentiality and respect for Church protocol.

Required Competencies:
• Must personally and joyfully seek to know, love, and serve Jesus Christ through active participation in the life of the Catholic Church.
• Must publicly profess and strive to follow Catholic teachings as proclaimed by the Magisterium of the Church.
• Proven experience in event planning, guest services, or hospitality management, preferably within a Catholic environment.
• Strong interpersonal skills with the ability to interact effectively with individuals from diverse backgrounds.
• Excellent organizational and time management abilities, with the capacity to multitask, prioritize tasks, and meet deadlines.

Work Relationships:
• Chancery Offices
• Chancery staff
• Parochial Administrators & Parochial Vicars
• Parish & School staff
• Diocesan Councils
• Guests and visitors

Full Time/Part-Time:
• Part-time

Normal Workdays & Hours:
• Flexible schedule
• Some nights and weekends are required for events.

About the Employer

We serve to ensure that every individual in the Diocese of Madison is graciously invited every day to meet the person of Jesus Christ, risen from the dead, face to face and be changed by him.