We have an exciting opportunity for an administrative assistant to work in a multi-faceted support role!

Position Summary: The administrative assistant at Saint Francis de Sales Seminary provides professional and organized administrative support through effective communication, coordination, and attention to detail. This role requires strong written and verbal communication skills, along with proficiency in Microsoft 365 applications to support daily tasks, documentation, and reporting. The individual must be able to manage multiple priorities while maintaining a high level of accuracy, organization, and confidentiality. This position also requires the ability to interact with others in a welcoming, professional manner, and to foster positive relationships across stakeholders. A demonstrated commitment to Church teachings and the ability to handle sensitive information with discretion are essential. 

Duties and Responsibilities: 

• Prepare, manage, and process internal and external correspondence and communications
• Manage front office operations, answer phones, welcome visitors, and process correspondence
• Maintain relationships with vendors for promotional items, branding materials, and outreach resources
• Oversee mail room operations, including photocopying, postage management, and mailings
• Coordinate facilities related tasks and support office operational needs
• Manage inventory and purchasing of office supplies, promotional items, and formation materials
• Maintain organized filing systems, and manage shared drives
• Support internal coordination and communication workflows across formation activities
• Ensure alignment between calendars, communication, events, and formation programming across stakeholders
• Assist with major seminary events, including orientations, gatherings, and photoshoots

Qualifications:

• Effective communication and outreach: Consistently produce clear, accurate, and engaging communications while maintaining an active and professional digital and social media presence
• Organizational Excellence: Maintain well-structured systems for files, schedules, databases, and records to ensure accuracy and efficiency
• Operational Efficiency: Manage office operations, mail services, supplies, and administrative processes in a timely, organized, and cost-conscious manner
• Financial Stewardship: Accurately track expenses, support budgeting processes, and ensure responsible use of resources
• Event Execution: Plan and deliver high-quality events, ensuring smooth logistics, strong participation, and positive experiences
• Coordination and Collaboration: Effectively collaborate with internal staff, dioceses, vendors, and external partners to support programs and initiatives
• Attention to Detail: Ensure accuracy in communications, scheduling, reporting, and event planning
• Customer Service and Hospitality: Provide welcoming, professional support to visitors, seminarians, clergy, and stakeholders
• Proactive Problem Solving: Anticipate needs, identify issues early, and implement solutions with minimal supervision

Preferred Experience Requirements: Practicing Catholic, Experience working with diverse individuals, Experience working in an office environment, performing administrative and clerical duties

Required Skills: Excellent written and verbal communication skills, strong computer proficiency in Microsoft 365 products, including Excel, Word, and PowerPoint

Strong organization, attention to detail, and time management skills, knowledge of and commitment to the Church teachings, 

Ability to maintain confidentiality, Ability to relate to others in a welcoming and professional manner

Ability to manage multiple priorities simultaneously

Physical Requirements:  Frequent standing, walking, and bending. Ability to lift, carry, push or pull up to 50 pounds occasionally and up to 25 pounds frequently

How to Apply:

 Please send your resume to Jackie Luther :  [email protected]