Administrative Assistant – Mission Office (Oakland)

Dominican Friars | Province of the Most Holy Name of Jesus; Oakland (CA); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Three weeks vacation per year

18 paid holidays per year

Medical and dental insurance

Job summary

The Western Dominican Province in Oakland, CA seeks an Administrative Assistant to provide high-level support to the Admin Office and the Provincial/Socius offices. This in-person role is the first point of contact for visitors and requires meticulous recordkeeping and discretion.

You will maintain electronic and physical filing, prepare official correspondence such as LoGS and letters to bishops, and coordinate calendars, catalogs, and data for accreditation and ministry operations.

Qualifications

• Minimum 5 years of experience in an equivalent role.
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Responsibilities

• Maintain accurate records and filing systems (electronic and hard copy).
• Prepare LoGS, Letters of Assignation and official correspondence.
• Coordinate external communications by email/phone.
• Maintain online reservation calendar for Oakland office.
• Update Catalogus and respond to data requests.
• Greet visitors and manage front desk activities.
• Monitor and restock office supplies and equipment.
• Support Virtus compliance tasks and quarterly meetings.
• Assist with meetings and events and protect confidentiality.

Skills

Organizational skills

Attention to detail

Team collaboration

Problem solving

Initiative

Discretion

Professionalism

Confidentiality

Positive attitude

Education

High School Diploma/GED

Tools

InDesign

Adobe Creative Suite

Microsoft Office

Salesforce

SQL

Job description

The Western Dominican Province in Oakland, CA seeks an Administrative Assistant to provide high-level support to the Admin Office and the Provincial/Socius offices. This in-person role is the first point of contact for visitors and requires meticulous recordkeeping and discretion.

You will maintain electronic and physical filing, prepare official correspondence such as LoGS and letters to bishops, and coordinate calendars, catalogs, and data for accreditation and ministry operations.