Archdiocese of San Antonio
Executive Administrative Assistant
Archdiocese of San Antonio, San Antonio, Texas, United States, 78208
Executive Administrative Assistant
Full‑time position located in the Archdiocese of San Antonio, reporting to the Executive Administrative Assistant. Schedule: Monday–Friday 8:30 am–5:00 pm, with occasional weekend and evening availability as needed.
Summary The Executive Administrative Assistant provides highly confidential administrative support to the Auxiliary Bishop/Moderator of the Curia and, in some cases, to the Archbishop, Chancellor’s Office, and the Office of the Auxiliary Bishop. Duties include calendar management, travel coordination, correspondence handling in English and Spanish, meeting logistics, and preparation of official documents.
Responsibilities
Maintain the calendar of the Auxiliary Bishop/Moderator of the Curia and the Chancellor’s Office.
Provide administrative support to the Office of the Auxiliary Bishop.
Arrange meetings, hospitality, and room reservations.
Coordinate out‑of‑town travel, including flights, hotels, airport shuttles, taxi reservations, and itineraries.
Screen all incoming and outgoing calls for the Office in English and Spanish.
Handle incoming and outgoing correspondence, including fax, scan, email, and post office mail, and correspondence with the Vatican/Rome.
Maintain correspondence for Region X Bishops, Texas Catholic Council of Bishops (TCCB), and United States Catholic Council of Bishops (USCCB).
Support the Director for Strategic Planning & Priorities with meeting setup and room reservations.
Track and schedule all charity dinners for the Office of the Auxiliary Bishop.
Assist with annual and special projects for the Office of the Archbishop, including Lumen Gentium and Ordinations.
Create letters, reports, and memorandums to various offices, ministries, and organizations within and outside of the Archdiocese.
Word‑process, perform mail merges, create spreadsheets, presentations, and manage data entry.
Prepare and provide signature requests from various offices within the Archdiocese.
File and retrieve organizational documents, maintaining a systematic digital filing system.
Coordinate in‑person and virtual meetings for the Office of the Auxiliary Bishop.
Follow up on action items as required by the Office.
Monitor inventory of office supplies and place orders as needed.
Report and request maintenance for space and equipment as required.
Create and modify documents such as reports, memos, letters, check requests, and expense reports.
Adhere to safety training and protocols daily, ensuring safety and well‑being for self and others.
Protect confidentiality of any information or material obtained in the service with the organization.
Adhere to the Code of Conduct and the Faith and Moral Policy.
Demonstrate a solution‑oriented approach, collaboration, and commitment to the Mission and Vision of the organization.
Perform other duties as assigned.
Minimum Qualifications
Bachelor’s degree or equivalent combination of education and experience.
At least five (5) years’ experience providing direct support to a senior‑level executive.
Bilingual in Spanish and English.
Practicing Catholic or familiarity with the Catholic Church.
Reliable transportation, valid driver’s license, and valid vehicle insurance.
High flexibility and multitasking capability.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and virtual platforms (Zoom, Teams, etc.).
Ability to solve practical problems and handle diverse situations professionally.
Strong organizational skills and ability to maintain digital filing processes.
Detail‑oriented, self‑motivated, and able to work both independently and as part of a team.
Strong critical‑thinking and problem‑solving abilities.
Travel Requirements Local travel required: 20%; Overnight travel required: 0%.
Compensation Salary range: $40,000.00 – $50,000.00 per year.
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Summary The Executive Administrative Assistant provides highly confidential administrative support to the Auxiliary Bishop/Moderator of the Curia and, in some cases, to the Archbishop, Chancellor’s Office, and the Office of the Auxiliary Bishop. Duties include calendar management, travel coordination, correspondence handling in English and Spanish, meeting logistics, and preparation of official documents.
Responsibilities
Maintain the calendar of the Auxiliary Bishop/Moderator of the Curia and the Chancellor’s Office.
Provide administrative support to the Office of the Auxiliary Bishop.
Arrange meetings, hospitality, and room reservations.
Coordinate out‑of‑town travel, including flights, hotels, airport shuttles, taxi reservations, and itineraries.
Screen all incoming and outgoing calls for the Office in English and Spanish.
Handle incoming and outgoing correspondence, including fax, scan, email, and post office mail, and correspondence with the Vatican/Rome.
Maintain correspondence for Region X Bishops, Texas Catholic Council of Bishops (TCCB), and United States Catholic Council of Bishops (USCCB).
Support the Director for Strategic Planning & Priorities with meeting setup and room reservations.
Track and schedule all charity dinners for the Office of the Auxiliary Bishop.
Assist with annual and special projects for the Office of the Archbishop, including Lumen Gentium and Ordinations.
Create letters, reports, and memorandums to various offices, ministries, and organizations within and outside of the Archdiocese.
Word‑process, perform mail merges, create spreadsheets, presentations, and manage data entry.
Prepare and provide signature requests from various offices within the Archdiocese.
File and retrieve organizational documents, maintaining a systematic digital filing system.
Coordinate in‑person and virtual meetings for the Office of the Auxiliary Bishop.
Follow up on action items as required by the Office.
Monitor inventory of office supplies and place orders as needed.
Report and request maintenance for space and equipment as required.
Create and modify documents such as reports, memos, letters, check requests, and expense reports.
Adhere to safety training and protocols daily, ensuring safety and well‑being for self and others.
Protect confidentiality of any information or material obtained in the service with the organization.
Adhere to the Code of Conduct and the Faith and Moral Policy.
Demonstrate a solution‑oriented approach, collaboration, and commitment to the Mission and Vision of the organization.
Perform other duties as assigned.
Minimum Qualifications
Bachelor’s degree or equivalent combination of education and experience.
At least five (5) years’ experience providing direct support to a senior‑level executive.
Bilingual in Spanish and English.
Practicing Catholic or familiarity with the Catholic Church.
Reliable transportation, valid driver’s license, and valid vehicle insurance.
High flexibility and multitasking capability.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and virtual platforms (Zoom, Teams, etc.).
Ability to solve practical problems and handle diverse situations professionally.
Strong organizational skills and ability to maintain digital filing processes.
Detail‑oriented, self‑motivated, and able to work both independently and as part of a team.
Strong critical‑thinking and problem‑solving abilities.
Travel Requirements Local travel required: 20%; Overnight travel required: 0%.
Compensation Salary range: $40,000.00 – $50,000.00 per year.
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