Administrative Assistant – Project & Property Management

Archdiocese-of-Newar; Newark (NJ); On-site; USD 40,000 - 45,000; Full time

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

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.