What are the responsibilities and job description for the Part Time Executive Administrative Assistant position at Archdiocese of Detroit?
GENERAL INTRODUCTION
The Archbishop, visible principle of unity in his archdiocese, is called to build up the particular Church unceasingly in the communion of all its members, and to ensure that their diverse gifts and ministries, in union with the universal Church, serve to build up all the faithful and to spread the Gospel. (Apostolorum Successores 8). He must take care that all the affairs which belong to the administration of the whole archdiocese are duly coordinated and are ordered to attain more suitably the good of the portion of the people of God entrusted to him.” (Apostolorum Successores 177).
Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.
Job Summary
Provides executive administrative support services in the discharge of duties. [Also, assists other Executive Administrative Assistants with providing support services related to administration of the Archdiocese of Detroit (AOD).
Duties/Responsibilities
Act as a private, confidential executive administrative assistant on archdiocesan administrative matters including handling and processing of highly confidential material.
Process all incoming mail, including opening, sorting, handling and maintaining and annotating mail log.
Prepare correspondence, documents and talks received via e-mail, dictation or writing, including editing, typing and formatting text.
Schedule and record appointments (including medical/personal) and coordinate all documentation and other materials for meetings.
Receive and handle telephone calls in a friendly, yet business-like manner, in the spirit of joyful missionary discipleship.
Update and maintain the filing system and retain responsibility for physical security and confidentiality of said files.
Prepare Intacct invoices and/or check reqs for AOD-related billing statements.
Research information through the internet and other means as requested.
Register, make travel arrangements and hotel accommodations for conferences and other trips.
Maintain a neat and organized office (both personal and general office space).
Maintain personal and AOD bank accounts and credit cards.
Prepare payments for personal bills on a timely basis.
Keep subscriptions and memberships up to date.
Maintain up-to-date Christmas card address database for yearly mailing.
Assist with basic technology needs.
Handle other personal business as requested.
The Archbishop, visible principle of unity in his archdiocese, is called to build up the particular Church unceasingly in the communion of all its members, and to ensure that their diverse gifts and ministries, in union with the universal Church, serve to build up all the faithful and to spread the Gospel. (Apostolorum Successores 8). He must take care that all the affairs which belong to the administration of the whole archdiocese are duly coordinated and are ordered to attain more suitably the good of the portion of the people of God entrusted to him.” (Apostolorum Successores 177).
Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.
Job Summary
Provides executive administrative support services in the discharge of duties. [Also, assists other Executive Administrative Assistants with providing support services related to administration of the Archdiocese of Detroit (AOD).
Duties/Responsibilities
Act as a private, confidential executive administrative assistant on archdiocesan administrative matters including handling and processing of highly confidential material.
Process all incoming mail, including opening, sorting, handling and maintaining and annotating mail log.
Prepare correspondence, documents and talks received via e-mail, dictation or writing, including editing, typing and formatting text.
Schedule and record appointments (including medical/personal) and coordinate all documentation and other materials for meetings.
Receive and handle telephone calls in a friendly, yet business-like manner, in the spirit of joyful missionary discipleship.
Update and maintain the filing system and retain responsibility for physical security and confidentiality of said files.
Prepare Intacct invoices and/or check reqs for AOD-related billing statements.
Research information through the internet and other means as requested.
Register, make travel arrangements and hotel accommodations for conferences and other trips.
Maintain a neat and organized office (both personal and general office space).
Maintain personal and AOD bank accounts and credit cards.
Prepare payments for personal bills on a timely basis.
Keep subscriptions and memberships up to date.
Maintain up-to-date Christmas card address database for yearly mailing.
Assist with basic technology needs.
Handle other personal business as requested.
Supervisory Responsibilities
Not applicable
Required Knowledge/Skills/Abilities
Good oral and written communication skills.
Strong customer service skills.
Strong MS Office Suite and computer skills.
Strong ability to use or learn Philips Speechlive dictation software.
Ability to type at least 50 wpm with accuracy.
Strong organizational skills with ability to work independently and handle multiple projects at the same time while paying attention to details.
Must be punctual, reliable, and conscientious.
Must have excellent grammar, spelling, punctuation, and composition skills.
Working knowledge and adherence to AOD digital standards, policies and practices and operating procedures.
Strong ability to respond to co-workers, emails and phone calls in a normal office environment with frequent interruptions and project deadlines.
Ability to work flexible hours if necessary.
Education and Experience Requirements
Associate’s degree or 2 years’ college in secretarial science, Business Administration or equivalent required.
Minimum 10 years’ administrative assistant experience or minimum 5 years’ executive administrative assistant experience required.
Physical Requirements
Prolonged sitting and working at a desk with repetitive motion working on a computer.
Must be able to lift up to 15 pounds at a time unassisted.
May involve some standing, bending, and walking.
Travel Required
Must have reliable transportation and ability to travel throughout the Archdiocese of Detroit.
Additional Requirements
Must be a Catholic in good standing and/or adhere to the teachings of the Catholic Church.
Must agree, upon acceptance of an offer of employment with the Archdiocese of Detroit, not to engage in, nor to endorse, any actions or beliefs contrary to the teaching and standards of the Roman Catholic faith and morality.
Must maintain strict confidentiality regarding schedule and other information gained within the office and Archdiocese of Detroit, especially highly sensitive material such as protected Personally Identifiable Information and financial information.
Must have a broad knowledge of the Roman Catholic faith, its institutions, policies and practices.
Must have a valid driver’s license and safe driving record to provide occasional transportation as needed.
Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Affirmative Action/EEO Statement
The Archdiocese of Detroit is an equal opportunity employer and does not illegally discriminate based on race, color, religion, national origin, sex, age, disability, height, weight, genetic information, or marital or other legally protected status. The Archdiocese of Detroit is committed to achieving excellence through cultural diversity and encourages applications and/or nominations of women, persons of color, veterans, and persons with disabilities.
