Administrative Assistant
Roman Catholic Diocese of Madison Madison
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.
- 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.
- Chancery Offices
- Chancery staff
- Parochial Administrators & Parochial Vicars
- Parish & School staff
- Diocesan Councils
- Guests and visitors
- Part-time
- Flexible schedule
- Some nights and weekends are required for events.
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