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Executive Assistant

Special Services

Posted 9/1/2017 until 10/31/2017

Description:

POSITION SUMMARY:

The Office of Special Services assists the Archbishop with a wide scope of tasks and special events.  As such, the tasks require accuracy and flexibility.  The ideal candidate will be flexible, engaging and supportive.  

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the mission of the church when conducting their work.  This position requires the candidate to have good knowledge of the Archdiocese of Los Angeles. 

 

DUTIES AND RESPONSIBILITIES:

The ideal candidate will have above average experience in the following areas:

·         Microsoft Outlook

·         Word and Excel

·         Access and/or Blackbaud’s Raisers Edge – not essential, training is provided.

·         English composition for correspondence. 

The ideal candidate will have experience in and good abilities:

·         People skills – the ability to favorably deal with all types of individuals including but not limited to:  members of the clergy and religious, donors, committee members, vendors and those working with and for the Archdiocese. 

·         Assisting with the planning of small and large special events.

·         Using common sense to effectively communicate direction and needs to those involved in special events. 

·         Managing volumes of email and telephone calls in a friendly way and with grace.

·         Maintaining financial records for income and expenses for all events. 

Major Annual Event:  The Cardinal’s Awards Dinner

Each year, and for the past twenty-seven, five unique and selfless people are chosen to receive the “Cardinal’s Awards.” Typically the recipients are well-known in their parish, their community and to the archdiocese.  This black tie-event, often referred to as the “Catholic event of the year” welcomes an average of 1,000 guests to a major upscale hotel venue.  The Office of Special Services, along with a committee of twenty-five volunteers, plans, coordinates and produces this event. 

The ideal candidate will have experience in and be willing to:

·         Update and monitor of the website.

·         Maintain timelines for all tasks and those of director.

·         Process and records all income and expenses, updating director regularly. 

·         Proofread all printed materials and the 100+ page Tribute Book of ads.

·         Maintains calendar for department and director.  Sets reminders and follows-up.

·         Confirms appointments with individuals and vendors.

Other annual events:

·         Presbyteral Gathering – all Archdiocesan Priests attend annual meeting in September.  Approximately 800+ guests – afternoon speaker format with dinner following at the Cathedral of Our Lady of the Angels.

·         Retired Priest Luncheon – May, 100 guests.

·         Average of one monthly meeting for the awards dinner, pilgrimage travel and other small and large events as they come-up.

Pilgrimage Travel:

The Archbishop takes a group of pilgrims annually to the Shrine of Our Lady of Guadalupe in Mexico City.  Other pilgrimages include the Holy Land, Rome, and Ireland (2018). 

·         Candidate will be helpful in talking with prospective pilgrims and fluid in describing the itinerary.

·         Record in excel all pertinent data about those traveling. 

·         Interface with Catholic Travel Centre on a myriad of topics.

Ideal candidate will be willing and able to pick-up and deliver items pertinent to special event production. 

The Director is hoping to welcome a happy and energetic person to the department of Special Services who is willing to take on a fun-filled and rewarding job.  

Requirements:

MINIMUM QUALIFICATIONS:

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

 Special Services Executive Assistant pg. 3

 

·         Active member of a Roman Catholic faith community.

·         Over 5 years of experience in related field.

·         Outstanding organizational skills.

·         Excellent speaking and writing skills.

·         Warm and outgoing manner with public and co-workers.

·         Computer and internet savvy.


Knowledge, Skills, and Abilities

 

Knowledge of:

 

·         Knowledge of PC platform.

·         Knowledge of MS Office applications -Excel, Word, Outlook.

·         Computer and internet.

·         Knowledge of on-line research techniques.

 

Skill in:

 

·         Outstanding organizational skills.

·         Excellent speaking and writing skills.

·         Warm and outgoing manner with public and co-workers.

·         Computer and internet savvy.

 

Ability to:

 

·         Communicate effectively in written and oral form.

·         Confidentiality and sensitivity to various situations and needs.

·         Communicate effectively in written and verbal form.

·         Work independently with initiative.

·         Occasionally lift up to 20 pounds.

·         Sit for sustained periods of time on a daily basis.

·         Perform tasks requiring intermittent bending, stooping, and walking.

·         Sustain frequent movement of the fingers, wrists, hands, and arms


HOW TO APPLY:

Interested candidates must fill out an application, which can be found on the Archdiocese website at:
 

The completed application must be submitted, along with a resume and cover letter to: employment@la-archdiocese.org

 
Please submit the email with the following subject line:
Your First & Last Name, Position, Location

Information/Application Contact:

Special Services
3424 Wilshire Blvd.
Los Angeles CA 90010
FAX: 213-637-6115
E-Mail: employment@la-archdiocese.org
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