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Executive Assistant and Office Manager

Digital

Posted 4/23/2018 until 9/6/2018

Description:

POSITION SUMMARYThe Catholic Church has an incredible story to tell, and the Archdiocese of Los Angeles is paving the way for digital marketing for the Church. As an in-house marketing team, we function as a boutique firm serving schools, parishes, and other departments throughout the Archdiocese of Los Angeles. Our specialties include video production, photography, design & branding, website development, social media, analytics, paid media, and search marketing.

We’re looking for an Executive Assistant and Office Manager to assist our Digital Team Leadership and collaborate with our team to ensure that our Department’s workflow runs smoothly and efficiently.

Working closely with the Digital Team Leadership and reporting to our Chief Digital & Marketing Officer (CDMO), the Executive Assistant and Office Manager enhances the effectiveness of the Digital Team Leadership by providing information management support, travel arrangement coordination, schedule maintenance, task management, correspondence support and other relevant tasks. In addition to supporting the Digital Team Leadership, the Executive Assistant and Office Manager, supports the Digital team performing a wide-variety of office management tasks including maintaining the team schedule, coordinating with freelancers and vendors, processing invoices, purchasing, maintaining our team budget, planning events & celebrations, onboarding new-hires, organizing office space, providing logistical meeting support and other related tasks.

The ideal candidate has previous experience assisting executives and helping run a smooth and happy office. You meet deadlines without fail, communicate effectively and kindly, and are a proactive team-player. You thrive on making the lives of those around you easier, joyful and more efficient. No task is too big or too small for you. You think creatively about how to solve problems and solve them without delay. Your work will cover a diverse set of projects, clients, and subjects. You pay close attention to detail, take initiative to complete assigned tasks, and aim to exceed expectations. You’re passionate about your faith and intrigued by the chance to serve God through your career. Is this you? Let’s talk!

 

RESPONSIBILITIES

Executive Assistant and Office Manager Responsibilities Include:


Executive Assistant to Digital Team Leadership

  • Responsible for overall Digital Team Leadership calendar management, requiring interaction with both internal team and external parties
  • Arrange all Digital Team Leadership travel and all accommodations, creating itineraries, confirming logistics  
  • Oversee, plan and support group meetings at office and offsite locations, including arranging all conference room and site details, reservations, catering, guests, speakers and room setup
  • Assists Digital Team Leadership in producing reports, presentations, and briefs as needed
  • Develops correspondence as needed on behalf of Digital Team Leadership
  • Handles Digital Team Leadership deliverables, requests and queries appropriately and on-deadline

Office Manager

  • Welcoming Digital guests by greeting them, in person or on the telephone; answering or directing inquiries
  • Developing innovative and effective office procedures to improve team productivity
  • Communicating and maintaining professional working relationships with vendors, partners and all departments
  • Ensuring vendor protocols are adhered to, including timely processing of invoices, reception of all master files, guidance briefs provided
  • Working hand in hand with all team members, supervises the master calendar for the team (special events, birthdays, team outings, retreats etc.) through Outlook
  • Assisting with assembly of weekly status reports and maintaining ACC communication initiatives (bulletin board, emails, etc)
  • Collaborating with media relations when necessary including as needed support with media events in Google Docs, assigning photographers/videographers when necessary, backing up assets from vendors
  • Handling all financial management, budget oversight, financial records and Navigator account billing, including tracking and processing invoices, expenses, managing budgets for all projects, assisting with P-card management and department budget as needed
  • Administrative support for team including managing supplies & resources
  • Supporting Project & Operations Manager with tasks as needed
  • Collaborating with Project Manager in organizing team-building events, including origination of idea and coordination of facility, travel, food and lodging accommodations
  • Researching new vendors and communicate with vendor in printing department products
  • Coordinate onboarding of new employees, including office space, equipment and supply procurement and scheduling of onboarding meeting
  • Assist with special projects as needed

Requirements:

QUALIFICATIONS

  • Minimum 6 years executive-level administrative or comparable experience as a Senior Executive Assistant, Office Manager, Executive Assistant and Office Manager or similar role
  • Must be highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook
  • Experience with Mac computers and Apple software
  • Solid experience with office management systems, Google Apps and MS Office
  • Proficiency with digital devices and files and an aptitude to quickly learn new technologies
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Professional demeanor and telephone manner essential
  • Knowledge of office procedures
  • Excellent organizational skills with an ability to think proactively
  • Excellent time management skills and the ability to prioritize
  • Attention to detail and problem-solving skills
  • Ability to meet goals under tight deadlines and changing inputs
  • Excellent written and verbal communication skills
  • Experience exercising discretion and confidentiality with sensitive company information
  • A heart for the mission of the Catholic Church·         
  • 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.​ 

Information/Application Contact:

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