Executive Office Coordinator

The Archdiocese of Philadelphia and its entities is a Roman Catholic religious organization and all employees are expected to respect, and to conduct themselves in accordance with, the values, teachings, and morals of the Roman Catholic Church.

Job purpose

This position is the first point of contact for the callers and visitors to the administrative offices of the Archdiocese of Philadelphia and is an important role in the mission of the Church. The Executive Office Coordinator maintains a commitment to continually provide high-level administrative support to all visitors, departments and management, creating an atmosphere of hospitality, professionalism and friendly service. The ideal Executive Office Coordinator will possess a proactive and compassionate attitude towards serving others, acting with a missionary heart.

Duties and responsibilities

• Visitor Assistance: Respond to inquiries and provide assistance to visitors, vendors, clergy and colleagues in a professional, friendly, and efficient manner, addressing any issues and ensuring a positive experience.
• Reservations: Make reservations for conference rooms and event spaces.
• Order & Deliveries: Manage deliveries within the archdiocesan workspace, and order and maintain office supplies for all departments.
• Event Coordination: Help organize and manage special events or meetings, including catering, equipment and other logistics.
• Maintenance & Security: Coordinate with housekeeping and maintenance teams, employed by the Landlord, to ensure rooms or facilities are properly maintained and secure.
• Vendor Relations: Serve as primary point of contact for vendors. Review invoices from vendors and submit for approval and payment. Maintain kitchenette areas and all supplies.

Required Skills:

• Strong customer service and communication skills.
• Problem-solving abilities and the ability to handle difficult situations professionally.
• Organizational skills and attention to detail.
• Discretion and the ability to handle confidential or sensitive information.
• Proficiency with Microsoft Office, calendar software and booking systems.
• Ability to multitask and prioritize effectively.

• Ability to work collaboratively in a team setting.

• Ability to work independently and collaboratively in a fast-paced environment.

Qualifications:

• High School diploma required; Associate’s Degree in hospitality management or a related field preferred.
• Previous experience in customer service, hospitality or reception.

• A proactive and compassionate attitude towards serving others.

• Strong understanding of mission work and alignment with the teachings of the Catholic Church.

Working conditions

• This role may involve standing or walking for extended periods and interacting with visitors throughout the day in an office environment.

Physical requirements

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tool or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 25 lbs.