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
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Maintain CEO calendar, schedule meetings, and coordinate conferences/teleconferences
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Manage agency-wide calendar and staff communications
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Coordinate travel arrangements and itineraries for the CEO
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Maintain organized electronic and paper filing systems
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Assist with reports, budgets, grant applications, and policy development
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Edit documents for accuracy and adherence to agency standards
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Support all agency programs and collaborate with staff
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Coordinate meetings (staff, board, committees), including setup and refreshments
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Record and distribute meeting minutes
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Track office supply inventory and prepare requisitions within budget
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Verify employee time and leave on bi-weekly timesheets
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Prepare accounts payable vouchers
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Maintain personnel and financial records
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Prepare donor acknowledgements and assist with reports/newsletters
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Provide front desk coverage during lunch hour
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Follow diocesan, accounting, and internal procedures
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Assist with events, outreach, trainings, and fundraising activities
Qualifications
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Associate’s degree or clerical/administrative certification required
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Bachelor’s degree preferred
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At least 1 year of administrative experience preferred
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Strong Microsoft Office skills
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Excellent written and verbal communication
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Strong organizational and multitasking skills
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Ability to maintain confidentiality and meet deadlines
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Bilingual (English/Spanish) preferred
General Expectations
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Uphold Catholic Social Teaching and the mission of the agency
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Follow Catholic Charities USA Code of Ethics and agency policies
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Maintain confidentiality of sensitive and personal information (HIPAA compliant)
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Demonstrate professionalism, integrity, and respect for all individuals
Physical Requirements
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Requires ability to hear and to speak clearly using appropriate grammar and tone.
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Requires working on a computer and on the telephone for the majority of each workday.
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Requires analytical, conceptual, problem –solving and decision-making skills; and ability to manage multiple tasks simultaneously and within the confines of deadlines.
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May need to regularly stand and walk.
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May need to climb stairs with varied frequency.
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May need to frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
