Front Office & Events Coordinator

CatholicJobs.com; Madison (NJ); On-site; USD 33,000 - 36,000; Full time

Job summary

St. Paul Inside the Walls, the evangelization center for the Roman Catholic Diocese of Paterson, seeks an Office and Administrative Support Coordinator in Madison, NJ. This full-time role provides essential front-office operations, hospitality, and program support for staff and diocesan events.

You will manage administrative tasks, assist with events, and ensure a warm, welcoming environment consistent with Gospel values. Some evenings/weekends may be required to support ministry events.

Qualifications

• Catholic in good standing with commitment to Church teachings and mission.
• Highly organized with excellent time management and multitasking skills.
• Self-motivated with initiative to identify needs and solve problems.
• Strong interpersonal, written, and verbal communication skills.
• Professional, welcoming, and service-oriented demeanor.
• Proficiency in Microsoft Office and basic database management.
• Ability to manage Outlook calendars and schedules.
• Familiarity with website content management systems is preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Flexibility to work occasional evenings or weekends as ministry events require.
• Light physical work including lifting and moving tables and equipment.

Responsibilities

• Coordinate the daily operation of the front office and reception area.
• Provide administrative support to the Vicar for Evangelization and the Executive Director.
• Coordinate administrative assignments and workflows among support personnel.
• Maintain office files, records, and correspondence.
• Manage mail, deliveries, and distribution of packages.
• Assist in maintaining office supplies and inventory.
• Schedule and manage meeting rooms and shared spaces.
• Oversee program registration processes and participant communication.
• Assist staff with prep for workshops and diocesan events.
• Coordinate event logistics including room setup and hospitality.
• Recruit and coordinate volunteers for programs and events.
• Welcome visitors and participants in a warm, professional manner.
• Serve as a primary contact for the Center.
• Ensure reception areas remain welcoming and organized.
• Assist with food service and hospitality during meetings and events.
• Monitor promotional materials and informational displays.
• Provide admin support to all departments, answer calls professionally.
• Perform clerical duties including filing, data entry, and mailing.
• Manage calendars and scheduling.
• Assist with databases and records.
• Collect and process registrations and small donations following procedures.
• Maintain accurate admin records and reports.
• Support chapel scheduling and worship space needs.
• Assist staff with tech tasks as needed.
• Update website content and online registration systems.
• Maintain electronic files and databases.
• Assist staff with technology-related tasks.
• Participate in staff meetings and development opportunities.
• Collaborate across departments to support evangelization.
• Perform other duties as assigned.
• Joyful, welcoming, organized, dependable, adaptable, collaborative, professional.

Skills

Microsoft Office

Database management

Calendar management

Customer service

Hospitality

Strong communication

Confidentiality

Event coordination

Education

Undergraduate degree

Tools

CMS familiarity

Outlook

Event management software

Job description

St. Paul Inside the Walls, the evangelization center for the Roman Catholic Diocese of Paterson, seeks an Office and Administrative Support Coordinator in Madison, NJ. This full-time role provides essential front-office operations, hospitality, and program support for staff and diocesan events.

You will manage administrative tasks, assist with events, and ensure a warm, welcoming environment consistent with Gospel values. Some evenings/weekends may be required to support ministry events.