Administrative Assistant

Western Dominican Province; Oakland (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Western Dominican Province in Oakland, CA is seeking an Administrative Assistant to provide high-level support to the Admin Office. You will help manage records, back up the Executive Assistant, and assist with official correspondence for the Provincial and Socius offices.

You will handle front desk duties, calendar management, and coordination with diocesan offices while maintaining confidentiality and professional ethics in support of ministry activities.

Qualifications

• High school diploma or GED required; Bachelor’s degree preferred.
• Experience with administrative tasks, records, and filing.
• Ability to maintain confidentiality and professional standards.

Responsibilities

• Maintain accurate records, reports, and filing systems, both electronic and hard copy.
• Assist with organizing friar personnel files and official correspondence.
• Prepare Letters of Good Standing and other official letters to support ministry efforts.
• Communicate with external organizations by email or phone as needed.
• Maintain online reservation calendar and respond to AWC emails.
• Provide support by photocopying, filing, and mailing correspondence.
• Greet visitors and manage day-to-day administrative items at front desk.
• Monitor inventory and restock printer supplies as needed.
• Serve as backup for answering calls and forwarding voicemails.
• Coordinate with colleagues on administrative projects and events.

Skills

Org skills

Attention to detail

Team player

Independent work

Problem solving

Confidentiality

Integrity

Professionalism

Kindness mindset

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

InDesign

Adobe software

Microsoft Office

Salesforce

SQL

Job description

Description: The Administrative Assistant supports the mission of the Western Dominican Province by providing high-level administrative support to the Admin Office. This role plays a key part in assisting with office operations and supporting the work of the office of the Provincial and Socius. Working closely with the Executive Assistant and the Socius, the Administrative Assistant helps maintain organized records ensuring that friars can perform their ministry duties seamlessly. The Administrative Assistant is also the first person that people see when they walk into the Provincial Office.

Primary Duties & Responsibilities

Province Administrative Duties

• Maintain accurate records, reports, and filing systems - both electronic and hard copy.
• Assist with organizing physical friar personnel files.
• Prepare Letters of Good Standing (LoGS), Letters of Assignation, request for faculties, annual Diocesan Letters to Bishops, and other official correspondence throughout the year to support ministry efforts, serving as the primary backup to the Executive Assistant.
• Communicate with external organizations, such as (Arch)Diocesan offices or other Dominican orders by email or phone as needed to support administrative functions.
• Maintain online reservation calendar for Bodega Bay community.
• Update the AWC enrollment sheet and respond to AWC emails in coordination with the AWC Promoter.
• Provide support by photocopying, filing, and mailing correspondence as needed.

Praesidium Reporting Assistance

• Assist Executive Assistant with quarterly review of Virtus compliance and tasks as needed
• Tracking, notifying, and reminding superiors of annual meetings.
• Assist with maintaining and organizing all data and files required by Praesidium so that it can be easily accessed for accreditation purposes.

Data Management & Reporting

• Assist with ongoing maintenance of individual friar personnel files throughout the year.
• Regularly maintain the online Catalogus throughout the year to support integrity, update friar contact information, assignments, deaths, Province personnel changes, and more as events and changes occur.
• Assist with the annual preparation, printing, and distribution of the Province Catalogus in coordination with the Socius and the Executive Assistant.

Front Desk & Office Management

• Greet visitors, process and distribute day-to-day administrative items such as official correspondence, mail, and packages.
• Monitor and restock printer toner, printer waste cartridges, postage ink, paper, etc. by monitoring inventory and placing orders as needed.

Other Responsibilities

• Serve as backup for answering phone calls and responding to or forwarding voicemails as needed.
• Assist with preparation for quarterly meetings as requested.
• Coordinate with colleagues across departments to support various administrative projects, such as funeral or event preparation, as needed.
• Other duties, as assigned

Essential Role Qualifications

• Ability to lift 20 lbs safely
• Minimum education of High School Diploma or GED
• Minimum of 5 years of experience in an equivalent role
• Exceptional organizational skills and attention to detail
• Humble team player who collaborates well with others
• Ability to work independently, take initiative and solve problems
• Positive attitude with the desire to uplift others around you
• Competence and ability to tap into a variety of skills to excel in the role
• Strong sense of integrity, values, and moral principles used to guide your work.
• Good work ethic and professionalism, with a sense of responsibility and care for the work you perform.
• A charitable mindset and way of thinking that emphasizes kindness, generosity, and a willingness to help others, in or out of the workplace.
• Adhere to the highest levels of professional standards, confidentiality, ethics and the Donor Bill of Rights (AFP)

Strongly Desired Qualifications

• Bachelor's degree preferred
• Experience with InDesign and other Adobe software.
• Familiarity with Microsoft suite of products.
• Experience with databases such as Salesforce, SQL, or others.
• Active member of a Catholic parish.
• Strong affinity and familiarity with the Order of Preachers, specifically the Western Dominican Province.