Administrative Assistant - Front Desk & Records Lead

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

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.