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Website Roman Catholic Diocese of Dallas Administrative Assistant

Administrative Assistant

Administrative Assistant

Summary of the Position

We are seeking a highly organized and proactive individual to join our dynamic communication department as an Administrative Assistant. The successful candidate will play a pivotal role in supporting the Director and the broader team in coordinating various tasks, managing communication, and ensuring the smooth operation of departmental activities. Additionally, this position offers an opportunity to assist the growing digital and internal communication efforts at the Catholic Diocese of Dallas, thereby contributing to the growth and enhancement of skills within the team and those the team serves. This individual in this position will also work closely with Texas Catholic and Revista Católica staff in handling key responsibilities related to circulation, billing, and facilitating collaborative initiatives.

Essential Duties and Responsibilities of the Position

  • Coordinate and manage the Director’s emails, calendar, scheduling appointments, meetings, and events while ensuring timely reminders and preparation materials for scheduled appointments.
  • Manage incoming and outgoing communication, including emails, phone calls and correspondence on behalf of the Director.
  • Organize, plan, and coordinate logistics for meetings, workshops, and events.
  • Prepare meeting agendas, materials, and presentations as needed.
  • Maintain organized and up-to-date electronic and physical filing systems for departmental documents, invoices, reports, and records.
  • Assist in the creation and maintenance of communication databases and contact lists.
  • Arrange travel accommodations and itineraries for the Director and team members when necessary.
  • Manage travel expenses and reimbursement processes.
  • Assist in content gathering and distribution for a weekly internal newsletter Pastoral Center (PC) News as well as updating an internal SharePoint website.
  • Assist in monitoring the departmental budget and expenses as well as making sure invoices are processed in a timely manner.
  • Answer and direct phone calls to appropriate personnel as well as assist the public by maintaining a professional and welcoming atmosphere.
  • The Administrative Assistant also works closely with The Texas Catholic Editor while also working closely with other The Texas Catholic/Revista Catolica team members on overseeing the circulation database entries, archiving newspapers, and maintaining files.
  • Assist in coordinating and tracking projects related to the Communications department.
  • Collaborate with team members to ensure project milestones are met.
  • Supports efforts assigned by the Ministries Office Administrative Assistant.
  • Other duties as assigned.

Position Requirements    

Knowledge, Skills and Abilities:

  • Proficiency in MS Office suite and other important digital communication tools such as Adobe Creative Suite, Canva and project management systems such as Asana
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Attention to detail and ability to multitask effectively.
  • Professional demeanor and strong interpersonal skills.
  • Familiarity with Catholic Church structure and practices is a plus.
  • Ability to maintain confidentiality and handle sensitive information.

Education and Experience:

  • High school diploma or equivalent; associate or bachelor’s degree preferred.
  • Proven experience as an administrative assistant or similar role in a customer service-related field.
  • Practicing Catholic preferred.
  • Bilingual (Spanish) preferred.
  • Ability to work a flexible schedule at times.

Physical Requirements Specific to the Job:

This position involves a combination of office-based tasks and occasional light physical activities such as lifting and carrying lightweight office supplies, documents, display units, presentation aids, and packages.

DO NOT REMOVE

This job description is not intended to be an exhaustive list of the duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas – Pastoral Center.

The Diocese of Dallas – Pastoral Center reserves the right to modify this job description without notice to the employee. This job description is not a contract and does not alter the employee’s at-will employment status.

 

 

 

To apply for this job email your details to msong@cathdal.org