Administrative Assistant – Synod

General Summary of the Position

This position will provide support to the Executive Director of the Synod, the document drafting, and implementation process with little supervision by anticipating needs while balancing day-to-day workflow and prioritizing specific projects. This work includes scheduling, contact management, preparing materials for meetings, drafting documents, assisting with events, and participating in complex projects that impact many offices. This position performs advanced administrative functions, keeps records, manages event logistics, and answers correspondence on behalf of the Synod. Decisions will be made independently within communicated parameters and will be frequently based on new information. Daily work will nearly entirely involve confidential / sensitive matters necessitating discretion.

Essential Duties and Responsibilities of the Position

– Performs a full range of administrative and executive support activities for the Executive Director of the Synod.
– Assists in managing daily operations of the office including but not limited to phone calls, clerical tasks, digital and written correspondence, mail management, and record keeping. This work is often confidential.
– Coordinates calendar, travel, meetings and schedule arrangements for the Synod.
– Ensures the Executive Director is prepared for upcoming appointments by gathering materials necessary for each meeting/ event.
– Coordinates contracts, vendors, technology, and other logistics for major Synod events in tandem with an operations team.
– Answers the phone for the Synod, greets visitors, answers questions, and resolves problems within the scope of authority and responsibility
– Requisitions departmental supplies and ensures equipment is operational.
– Maintains strict confidentiality.
– Other duties as assigned.

Additional Ministerial Responsibilities:

• Maintains accurate and complete files for the Synod, including both paper and digital files.
• Composes memos, emails, correspondence on matters not requiring personal response from the Synod/Executive Director.

• Available to staff evening and weekend events for the Synod as scheduled in advance, adjust hours as necessary to accommodate.
  

Position Requirements

Knowledge, Skills and Abilities:

• Must be able to work within established guidelines of authority.
• Must be able to make decisions quickly within area of expertise.
• Extensive experience in a professional office environment.
• Understanding of ministry, theology, and how the church functions.
• Exceptional interpersonal relationship building and communication skills.
• Proven ability to organize files, events and materials in a successful manner.
• Proven ability to communicate successfully in verbal and written form.
• Excellent capabilities with Microsoft Word, Excel, Access, Power Point, and Teams.
• Ability to maintain strict confidentiality in all matters.
• Must have a very professional demeanor and appearance.
• Accurate typing at 70 words per minute.
• Positive, practical attitude with balanced initiative.

• High School diploma or equivalent required; 2 years’ college preferred.
• Ten years’ minimum administrative experience required.
• Experience with a non-profit organization required.
• Experience with managing events preferred.
• Experience in board support preferred.
• Prior exposure to data management and analysis preferred.

• The role will support Synod events which often happen on the weekends. For these weeks, hours will adjust to Tuesday – Saturday, but for the remainder of the time, a Tuesday – Saturday or Monday – Friday schedule will be expected, determined and communicated in advance. Therefore, must be available to work a regular weekly schedule in the office (typically 40 hours plus OT) to support, and flex as needed to also attend all Synod events which are often in evenings or on weekends.
• Practicing Catholic with thorough knowledge and understanding of Catholic teachings.

• Transport items to and from events when needed.

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.