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Administrative Assistant to the Executive Director

Administration / Executive Administration

Posted 7/10/2019 until 9/6/2019


POSITION SUMMARY:Performs a wide range of high-level administrative duties for Department Heads at operational and sales levels.

DUTIES AND RESPONSIBILITIES:Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.


  • Oversees and implements administrative aspects of the department, analyzing current processes and recommending implementing changes
  • MIS database administration and maintenance for Atneed team, resolves technical issues with IT, closes months with Mortuary teams and Finance Department
  • Manages resolution of contract issues with provider (Assurant, Forethought, Cemetery)
  • Simplicity contract research and resolution with SCI and Batesville
  • Responds to queries concerning on-going activities and issues.  Liaison with human resources, payroll, marketing, finance, vendors
  • Composes and revises high level, confidential correspondence, memos and creative to include confidential meeting minutes
  • Prepares advanced Power Point presentations as needed
  • Creates advanced sales and operational excel reporting
  • Processes sensitive Human Resource documents as needed
  • Support Executive Director, consultants and Chief Financial Officer
  • Created and manages sharepoint site including Playbook and Attendance Trackers;  Prepare and pulls survey data monthly
  • Understands sales, operations, marketing, telemarketing, sales databases, Do Not Call regulations, licensing requirements, compliance, human resources, payroll, and accounting
  • Maintains files, supplies 
  • Coordinates execution of documents
  • Assists with department budgets, reconciles budget reports and ongoing budget updates
  • Receive, code and authorize invoices for payment
  • Processes corporate credit cards, expense reports, check requests, DMV registrations
  • Orders, maintains office supplies; opens, sorts and distributes mail and conducts other

office matters

  • Coordinates various meetings, workshops, and other activities and events
  • Assists in other special projects as assigned
  • Performs other related duties as required
  • Some travel may be required on occasion


Education and Experience

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


  • Active member of a Roman Catholic faith community preferred
  • Minimum five years of Executive Assistant experience


Knowledge, Skills, and Abilities

Knowledge of:

  • Archdiocesan and Church policies, procedures, and organization
  • English usage, grammar, spelling, and punctuation
  • Basic bookkeeping and record keeping methods and procedures
  • Knowledge of Navigator Financial System
  • Intermediate to Advanced facility with SharePoint, Outlook, Excel, Word and Power Point related software essential


Skill in:


  • Public contact
  • Report assembling
  • Organizing and planning
  • Telephone communications
  • Office Technology


Ability to:


  • Maintain a high level of confidentiality
  • Work independently and responsibly with little or no supervision at a high level of responsibility 
  • Address a wide variety of sensitive situations, cultural encounters and individual needs and expectations
  • Develop and maintain effective working relationships with senior administrators and all staff
  • Use technology resources and possess typing, computer and spreadsheet skills sufficient to meet needs of job
  • Communicate effectively in written and oral form



  • Position involves sitting, standing and/or walking for sustained periods of time
  • Intermittent bending, stooping, walking, kneeling, and crouching
  • Sustain frequent movement of the fingers, wrists, hands, and arms
  • Occasionally lift up to 20 pounds
  • Filing and retrieving documents from 4-drawers-cabinets 5 feet high.  Must reach above shoulder for 2 drawers or crouch to reach lower drawers

Interested candidates must fill out an application, which can be found on our website at:
The completed application must be submitted, along with a resume to:

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

Information/Application Contact:

Administration / Executive Administration
3424 Wilshire Blvd.
Los Angeles CA 90010
FAX: 213-637-6115
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