Full-Time Administrative Assistant

Description

Catholic Charities of Southeast Texas is seeking a qualified Administrative Assistant to support the President/CEO and Administrative Team. This full-time, office-based position also assists with financial, human resources, and program operations.

This role is key to maintaining a professional, welcoming environment and supporting the mission of Catholic Charities through strong organization, communication, and service.

Requirements

• Manage executive communications, including calls, emails, and correspondence
• Maintain CEO calendar, schedule meetings, and coordinate conferences/teleconferences
• Manage agency-wide calendar and staff communications
• Coordinate travel arrangements and itineraries for the CEO
• Maintain organized electronic and paper filing systems
• Assist with reports, budgets, grant applications, and policy development
• Edit documents for accuracy and adherence to agency standards
• Support all agency programs and collaborate with staff
• Coordinate meetings (staff, board, committees), including setup and refreshments
• Record and distribute meeting minutes
• Track office supply inventory and prepare requisitions within budget
• Verify employee time and leave on bi-weekly timesheets
• Prepare accounts payable vouchers
• Maintain personnel and financial records
• Prepare donor acknowledgements and assist with reports/newsletters
• Provide front desk coverage during lunch hour
• Follow diocesan, accounting, and internal procedures
• Assist with events, outreach, trainings, and fundraising activities

Qualifications

• Associate's degree or clerical/administrative certification required
• Bachelor's degree preferred
• At least 1 year of administrative experience preferred
• Strong Microsoft Office skills
• Excellent written and verbal communication
• Strong organizational and multitasking skills
• Ability to maintain confidentiality and meet deadlines
• Bilingual (English/Spanish) preferred

General Expectations

• Uphold Catholic Social Teaching and the mission of the agency
• Follow Catholic Charities USA Code of Ethics and agency policies
• Maintain confidentiality of sensitive and personal information (HIPAA compliant)
• Demonstrate professionalism, integrity, and respect for all individuals

Physical Requirements

• Requires ability to hear and to speak clearly using appropriate grammar and tone.
• Requires working on a computer and on the telephone for the majority of each workday.
• Requires analytical, conceptual, problem -solving and decision-making skills; and ability to manage multiple tasks simultaneously and within the confines of deadlines.
• May need to regularly stand and walk.
• May need to climb stairs with varied frequency.
• May need to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.