Administrative Assistant I

Word on Fire Catholic Ministries; Rochester (MN); On-site; USD 48,000 - 58,000; Full time

Benefits offered by this job

Work-from-home Wednesdays

Up to 20 additional work-from-homedays

Life insurance

Short-term disability

Long-term disability

Medical insurance

Dental insurance

Vision insurance

HSA/FSA

Retirement plan 3% employer contrib

Paid time off

Paid holidays

Parental leave

Job summary

Word on Fire Catholic Ministries is a nonprofit global media apostolate that supports the work of Bishop Robert Barron. Based in Rochester, MN, the Administrative Assistant I provides essential calendar management, travel logistics, and executive support for senior leadership.

This role requires discretion, professionalism, and the ability to handle confidential information in a fast-paced environment. As a backup to the Senior Executive Assistant, you will assist with travel itineraries, board

Qualifications

• Bachelor’s or Associate degree in Administration or 2 years admin experience.
• Proficient in Google Workspace and Microsoft Office for docs and presentations.
• Self-starter with high attention to detail.
• Excellent organizational and time-management skills under pressure.
• Professional written and verbal communication.
• Ability to handle confidential information with discretion.
• Ability to travel as needed.
• Willingness to work off-hours including nights and weekends.
• Commitment to Word on Fire mission.

Responsibilities

• Assist the Senior Executive Assistant in managing active executive calendars, identifying conflicts, and scheduling internal and external meetings.
• Perform general administrative tasks, process expense reports, and execute out-of-office errands.
• Collaborate with travel agents and vendors to manage logistics, lodging, transportation.
• Create complex domestic and international travel itineraries for C-Suite executives and update as needed.
• Draft, edit, and format slide decks and briefing documents for leadership and board meetings.
• Serve as the primary operational backup for the Senior Executive Assistant during absences.
• Maintain general office supplies and manage inventory.
• Work with Human Resources and other departments to plan employee engagement events.
• Handle all responsibilities with discretion and confidentiality.

Skills

Calendar management

Attention to detail

Discretion

Travel coordination

Communication skills

Time management

Organization

Team collaboration

Education

Admin degree or related

Tools

Google Workspace

Microsoft Office

Presentation design

Job description

Administrative Assistant I

Reports to Senior Executive Assistant

Word on Fire Catholic Ministries is a nonprofit global media apostolate that supports the work of Bishop Robert Barron and reaches millions of people to draw them into—or back to—the Catholic faith.

The Administrative Assistant I works alongside the Senior Executive Assistant in managing the daily workflow of the Word on Fire (WOF) executive office. In this supporting capacity, the Administrative Assistant I acts as a reliable operational backup, whose focus is to execute daily duties with high precision, keeping the entire executive team organized and running efficiently.

Location: Rochester, MN

Employment Type: Full-time

Responsibilities

• Assist the Senior Executive Assistant in managing active executive calendars, identifying conflicts, and scheduling internal and external meetings
• Perform general administrative tasks, process expense reports, and execute out-of-office errands necessary to support executive operations
• Collaborate with travel agents and external vendors to manage logistics, lodging, transportation
• Create complex domestic and international travel itineraries for C-Suite executives, including updating to reflect any last-minute adjustments
• Draft, edit, and format slide decks, presentations, and briefing documents for senior leadership and board meetings
• Serve as the primary operational backup for the Senior Executive Assistant during absences, ensuring continuous, seamless support for the Chief Executive Officer and Founder’s office
• Maintain general office supplies and manage inventory for office
• Works in conjunction with Human Resources and in office departments to plan and execute employee engagement events throughout the year
• Handle all job responsibilities with a high degree of discretion and confidentiality

Requirements

• Bachelor’s or Associate’s degree in Administration, or similar field of study, or 2 years of administrative experience in a corporate, or church office, setting
• Proficient in Google Workspace (Gmail, Calendar, Docs, Slides, Sheets) and Microsoft Office Suite (Excel, Word, PowerPoint) for presentation design and data management
• Self-starter and possesses a high attention to detail
• Exceptional organizational and time-management capabilities, reflecting the ability to prioritize multiple tasks and manage conflicting deadlines under pressure
• High degree of professionalism in written and verbal communication skills
• Proven ability to handle confidential and sensitive information with absolute discretion
• Ability to travel as needed
• Ability to work off-hours including nights and weekends as needed
• Commitment to the mission of Word on Fire

Preferred Qualifications

• Prior experience supporting senior management or functioning with an executive administrative team
• Possesses a proactive, resourceful approach to problem-solving and the capacity to adapt quickly to competing demands or last-minute changes
• Strong interpersonal skills with a demonstrated ability to build professional relationships with cross-functional staff, external partners, and high-level stakeholders
• Familiarity with the work of Word on Fire

Physical Requirements

• Ability to navigate out-of-office environments, operate a vehicle, and efficiently execute local errands on behalf of the executive office
• Must be able to remain in a stationary position for extended periods while operating a computer and standard office machinery
• Frequent communication with internal staff and external vendors, requiring the ability to exchange clear and accurate information verbally and in writing
• Occasional lifting, moving, or transporting of office supplies, presentation materials, or equipment weighing up to 20 pounds

Compensation and Benefits

The estimated base pay range for this position is $26.38 - $31.87 hourly (equivalent to $48,011.60 - $58,003.40 annually, based on a 35-hour, full-time work week). Word on Fire determines individual compensation on several factors, including but not limited to, experience, skills, alignment with the role’s responsibilities, and geographic location. This role may be eligible for annual merit increases based on individual performance.

Word on Fire also offers its team members a robust benefits package that includes:

• Work-from-home Wednesdays and up to 20 additional work-from-home days throughout the year
• Several 100% Word on Fire-paid insurance benefits: life, short-term disability, and long-term disability
• Other insurance benefits: medical, dental, vision, HSA, FSA, accident, critical illness, and hospital indemnity
• A retirement plan with a 3% target employer contribution
• Generous paid time off and paid holidays
• Paid parental leaves at 100% of base salary
• Access to Word on Fire’s incredible wealth of content and resources and more!

Word on Fire is founded upon and intent on prioritizing its Catholic religious mission and principles above all else. Word on Fire's religious mission may therefore require that it make employment decisions based on an individual's religion and adherence to the principles of the Catholic Church.