The Respect Life Administrative Office in Hollywood, Florida has an immediate opening for an Administrative Assistant who is responsible primarily for providing administrative support to the Director of Respect Life and managing the operations of the office. The Administrative Assistant also helps the Assistant Director manage the operations for and provides support to the Pregnancy Help Centers and works to develop and implement operational procedures that strategically and consistently promote organization and efficiency, as well as communication processes to promote awareness, education, advocacy, stewardship, and direct service to expand the reach and effect of the ministry. The Administrative Assistant will perform all duties and responsibilities in alignment with the mission, vision, and values of the Catholic Archdiocese of Miami. Schedule: 9:00 a.m. - 5:30 p.m., with occasional nights and weekends.
Applicants please submit cover letter along with resume.
Essential Functions and Responsibilities:
Answers phone calls and greets visitors to the Respect Life Ministry.
Provides exemplary customer service to internal and external constituents who contact Respect Life Ministry by phone, email, fax, or with in person visits.
Resolves conflicts and problems directed to the office, escalating to Director as necessary.
Assists the Director in managing the budget and finances of Respect Life Ministry.
Prepares all expense reports, reimbursements, corporate card expense reports, and monthly reconciliation reports.
Coordinates Florida Pregnancy Support Network billing and compliance.
Serves as liaison with the ADOM Offices of Finance, Human Resources, and Development.
Assists the Director with the development and implementation of strategic client, volunteer, and donor communications in a timely fashion. This will include social media sites, annual reports, e-blasts, electronic newsletters, gift acknowledgments, web pages, invitations, fundraising materials, and monthly bulletins.
Maintains calendar of events, including workshops and presentations. Works with the Communications Office to post events in the media and intranet, updating periodically as needed.
Posts, edits, and maintains the social media sites for Respect Life Ministry and its Pregnancy Help Centers.
Tracks client/volunteer/donor relations and communications in all applicable platforms (including eKyros, and Constant Contact).
Performs outreach with prospective vendors, donors, and community partners.
Assists with special events, such as webinars, Pregnancy Help Center Open Houses, Annual Conferences, the March for Life, Chastity Days, and Catholic Days at the Capitol.
Compiles and accurately maintains records, maintaining strictest confidentiality in accordance with Archdiocesan policies, procedures, and applicable laws regarding security.
Assists with all tasks assigned by the Director(s) with confidentiality and discretion, demonstrating excellent internal and external customer service.
Creates, updates, and maintains electronic and hard copy filing systems.
Provides general support to other members of the Respect Life Ministry team.
Other duties as assigned.
High School diploma or GED and two (2) years of administrative experience in an office environment or equivalent required. Bachelor's degree and some office administrative/ related experience in a customer-service environment preferred.
Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
Good time management skills, including the ability to manage several projects at the same time with accuracy.
Must be a self-starter, well-organized, and able to meet daily, weekly, and monthly deadlines.
Good computer literacy, including ability to navigate online applications and search engines effectively, particularly platforms like Constant Contact, and Survey Monkey.
Proficiency in MS Outlook, Word, and Excel required, PowerPoint a plus.
More than a basic proficiency in social media; skills in graphic design a plus.
Type at least 60 wpm with 90 percent accuracy.
Good spelling and grammar required.
Strong oral and written English communication skills, including clear speaking voice required.
Good oral and written Spanish communication skills, including clear speaking voice strongly preferred.
Good oral and written Haitian Creole communication skills, including a clear speaking voice a plus.
Supportive of the mission and tenets of the Roman Catholic Church; experience in a Roman Catholic environment a plus.
Knowledge of basic tenets of Catholic Church and parish structures.
Must have a professional demeanor.