Administrative Assistant

Archdiocese-of-Newar

Newark (NJ)

On-site

USD 40,000 - 45,000

Full time

14 days+

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Benefits offered by this job

Health Insurance

Dental Insurance

Life Insurance

Pension

Disability Insurance

Voluntary 403(b) Plan

Job summary

The Archdiocese of Newark is seeking an Administrative Assistant to support the Office of Property Management in Newark, NJ. The role provides comprehensive administrative support for construction, facilities, and environmental operations, coordinating calendars, meetings, travel, and records.

Responsibilities include preparing reports and project documentation, managing invoices, and coordinating communication among parishes, clergy, contractors, vendors, and internal departments.

Qualifications

Excellent organizational, administrative, customer service, and interpersonal skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
Demonstrated discretion, sound judgment, and the ability to handle confidential information.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and standard office equipment.
Professional demeanor with the ability to build effective relationships with clergy, staff, contractors, and vendors.

Responsibilities

Provide executive support to the Executive Director, including calendar management, meeting coordination, travel arrangements, correspondence, and confidential communications.
Coordinate departmental meetings, prepare agendas and minutes, track action items, and support special projects and departmental initiatives.
Prepare, edit, and maintain reports, presentations, contracts, RFPs, LOIs, and other business and project documentation.
Provide administrative support for construction, facilities, and real estate projects by coordinating bid openings, maintaining project records, tracking milestones and deadlines, and supporting Project Managers.
Process purchase requests, invoices, and payment documentation; monitor invoice status; liaison with Finance, contractors, consultants, developers, and vendors.
Maintain departmental filing systems, property and project records, RFP databases, and other records to ensure accuracy and confidentiality.
Coordinate communication among parishes, clergy, contractors, consultants, developers, etc., to facilitate project activities.
Assist with departmental budgets, operational reports, data analysis, and administrative policies and procedures.
Exercise independent judgment in prioritizing work and meeting deadlines; maintain confidentiality.
Perform other duties and special projects as assigned.

Skills

Organizational skills

Communication skills

Multi-tasking

Discretion

Microsoft Office

Professional demeanor

Tools

Microsoft Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

Newark, NJ, US

5 days ago Requisition ID: 1043

Salary Range: $40,000.00 To $45,000.00 Annually

POSITION DESCRIPTION

Position: Administrative Assistant

Department: Office of Property Management Administration

Reports To:Office Operations Manager

Classification: Non-Exempt

General Description

Serving 225 parishes and all Archdiocesan entities, the Administrative Assistant provides comprehensive administrative and operational support to the Office of Property Management. This position supports the department's construction, facilities maintenance, and environmental operations by coordinating administrative processes, maintaining records, facilitating communication, and ensuring the efficient execution of departmental functions.

Specific Duties/Responsibilities

The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.

Provide comprehensive administrative and executive support to the Executive Director, including calendar management, meeting coordination, travel arrangements, correspondence, and confidential communications.
Coordinate departmental meetings, prepare agendas and minutes, track action items, and support special projects and departmental initiatives.
Prepare, edit, and maintain reports, presentations, contracts, Requests for Proposal (RFPs), Letters of Intent, and other business and project documentation.
Provide administrative support for construction, facilities, and real estate projects by coordinating bid openings, maintaining project records, tracking milestones and deadlines, and supporting Project Managers throughout the project lifecycle.
Process purchase requests, APO forms, invoices, and payment documentation; monitor invoice status; and serve as the primary liaison with Finance, contractors, consultants, developers, and vendors regarding project-related financial matters.
Maintain departmental filing systems, property and project records, RFP databases, and other electronic and physical records to ensure accuracy, organization, and confidentiality.
Coordinate communication among parishes, clergy, contractors, consultants, developers, utility providers, government agencies, vendors, and internal departments to facilitate project and operational activities.
Assist with departmental budgets, operational reports, data analysis, office operations, technology coordination, employee onboarding, and administrative policies and procedures.
Exercise independent judgment in prioritizing work, managing competing deadlines, resolving routine administrative matters, and maintaining confidentiality.
Perform other duties and special projects as assigned.

Qualifications/Skills

Excellent organizational, administrative, customer service, and interpersonal skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
Demonstrated discretion, sound judgment, and the ability to handle confidential information.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and standard office equipment.
Professional demeanor with the ability to build effective relationships with clergy, staff, contractors, and vendors.

Education and/or Experience (Preferred)

One to three years of administrative or executive support experience preferred.
Experience supporting construction, facilities, property management, or project administration is preferred but not required.

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.