Administrative Assistant

This full-time position will perform a wide range of office tasks in support of the President/CEO and other members of Administration. Will also provide support for financial and human resources operations. Must be able to handle confidential information and exercise sensitivity and discretion when communicating with others. Must exhibit a welcoming, joyful disposition to all callers, visitors, staff, and other stakeholders.

Candidate must have a Clerical/Administrative certification or Associate’s degree. Bachelor’s Degree preferred. At least one year previous related/similar work experience preferred. Must be proficient in MS Office suite with ability to learn agency specific programs and software. Must demonstrate good written and verbal communication skills. Must be flexible and able to balance and prioritize multiple requests, and meet deadlines in a fast-paced, quickly changing environment. Bilingual in English and Spanish a plus.

Coordinate executive communications by reading, researching, and routing telephone calls, email, and other correspondence for the President/CEO.

• Maintain schedule for President/CEO by planning and scheduling meetings, conferences, teleconferences.
• Maintain agency calendar; responsible for distribution/communication to all staff; reminders of agency calendar requests and notices.
• Coordinate travel arrangements and manage itineraries for the President/CEO.
• Maintain an organized filing system of paper and electronic documents.
• Assist with collecting and analyzing information for preparation of reports, policies and procedures, and other agency needs.
• Record, transcribe, and distribute meeting minutes as directed.
• Compute employees’ time worked and verifying available leave taken on bi-weekly timesheets.
• Prepare monthly recurring accounts payable disbursement vouchers before submitting to the Office Manager.
• Filing of personnel and accounting/financial related documents.
• Prepare acknowledgements for monetary and in-kind donations; assist with preparation and mailing of financial statements, annual reports, newsletters, and event/fundraiser materials.
• Cover the front desk for Receptionist during lunch hour relief and days the Receptionist is out of the office.
• Follows guidelines set forth by the Diocese of Beaumont, Diocesan Accounting Office, as well as all internal guidelines/procedures set forth by agency.
• Performs other duties as required by the Office Manager or President/CEO, such as preparing for, attending and/or supporting special events and projects. (Examples include assisting with outreach activities, site visits, donor events/relations, board and staff trainings/meetings/retreats/events, and fund raisers, as deemed applicable).

Provide support to all programs of the agency as needed. Work cooperatively with all staff.

• Maintain high-level knowledge of the agency to provide accurate information to all stakeholders.
• Assist with preparation of budgets, grant applications, and reports.
• Edit a variety of materials to ensure completion of objectives, accuracy, and adherence to agency standards.