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Administrative Assistant, Strategic Planning

Organization: Archdiocese of St. Louis
Full Time

Position Summary

The Administrative Assistant for the Office of Strategic Planning will help drive the mission of the Office of Strategic Planning by providing administrative and logistical support for the Vicar of Strategic Planning and the Project Manager for Strategic Planning. This position will have dual reporting to the Vicar and Project Manager and will work in collaboration with the broader Archdiocese staff and community.

Duties & Responsibilities

  • Provide administrative support to the Strategic Planning team.
  • Schedule all meetings such as staff meetings, parish coordinator meetings, event planning meetings. Researches issues as needed and directed.
  • Prepares agendas, meeting reminders, minutes, and meeting room logistics and set-up as needed.
  • Oversee various communication and monitor phone line and email account(s).
  • Provides background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
  • Processes all incoming correspondence prioritizing and determining its disposition. Answers the main phone line. Directs calls and mail to appropriate internal staff.
  • Schedule appointments and manage calendars.
  • Manage purchase requisitions, office supplies and other expense processing through the internal e-Procurement system. Processes check requests, and payments. Reviews, proofreads, and formats correspondence prepared for the appropriate signatures to ensure accuracy and completeness.
  • Manage expense reports and expense reimbursement.
  • Makes and reviews all travel arrangements, prepares the itinerary, confirms lodging and transportation, and processes travel reconciliation.
  • Other duties as assigned & directed.

Knowledge & Experience Requirements

  • Proficient with Microsoft Office applications including Word, Excel, and PowerPoint. Also proficient in Google suite.
  • Demonstrated ability to maintain confidentiality and use good judgment in making decisions with a high degree of tact and diplomacy.
  • Experienced administrative support for leadership team members.
  • General software fluency required; willing to learn new software as needed.

Skills & Attitudes Required for Success in Job

  • Strong speaking, editing and writing, and communication skills.
  • Outstanding interpersonal and relational skills.
  • Proven time management and organizational skills with strong attention to detail.
  • Ability to follow established policies and procedures.
  • Highly detailed and task oriented.
  • Ability to take direction on assigned projects requiring minimal oversight.
  • Collaborative yet able to work independently and exercise good judgment in a variety of situations including fast paced, time sensitive or high-pressure situations.
  • Supports the mission and values of the Catholic Church; Practicing Catholic is preferred.

Relationships Requirements

    • This position reports directly to the Vicar for Strategic Planning and Project Manager of Strategic Planning.

To apply, please send resume and cover letter to [email protected] and reference Administrative Assistant, Strategic Planning in the subject line.