ADMINISTRATIVE/EVENT ASSISTANT job – Archdiocese of Los Angeles – Los Angeles, CA

POSITION SUMMARY:

Performs diverse administrative and coordination duties in support of the Archdiocesan, Regional & National V Encuentro Processes and Events. Primarily responsible for providing support to the Event Coordinator in all aspects pertaining to processes and events.

DUTIES AND RESPONSIBILITIES:

All Archdiocesan employees represent the Roman Catholic Church and they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

• Collaborates in the efforts of V Encuentro in implementing the processes and events on a diocesan, regional, and national scale.

• Promotes a positive working relationship with his/her coordinator.

• Work in close collaboration with the V Encuentro Coordinator to ensure clear communication and seamless planning for the overall success of processes and events.

• Provides administrative services for the V Encuentro Coordinator.

• Assists the Coordinator in monitoring the Archdiocesan V Encuentro budget, deposits, check requests, requisitions, prepares receipts for Bookkeeper.

• Keeps financial records on all the V Encuentro processes and events and generates reports as needed.

• Maintains and ensures quality and accurate work in the following areas: record keeping, databases, generating invoices, some financial processing, creating and reviewing forms/letters, website support, and reports.

• Provides a high level service both internally to those directly supported and externally to our constituents,

vendors, committee members, volunteers and others.

• Interprets data and events; may develop clerical methods to handle data and document procedures as necessary.

• Performs research duties to obtain information; collates, organizes and summarizes data for review and action by others.

• Uses tact and diplomacy to handle sensitive calls and situations and refers them appropriately and must have the ability to maintain strict confidentiality.

• May supervise the daily activities of volunteers or clerical staff including assigning and reviewing work and providing training and direction as necessary.

• Maintains calendar; makes travel and hotel reservations for out-of-town travel.

• Meetings or events – Prepares invitations or other documents; prepares mailings; and arranges/ meeting places.

• Manages offering of services through the ADLA Store if necessary.

• Perform other routine office duties such as ordering and distributing supplies, answering and screening telephone calls, copying, collating and distributing reports, etc.

• Performs related duties as required.

• Maintains databases for Exhibitors, Hotels, Liturgical Teams, Committees, Volunteers, and assists in keeping other important information as needed by event coordinator.

• Assists in maintaining accurate records and places appropriate orders for items needed for the event prior to and on site.

• Assists with ensuring all aspects of communication, processing of forms, updating of database, packets, records, etc. are completed accurately and according to schedule.

• Assists with ensuring that all speaker AV requests are accounted for and helps in the preparation of the report needed for the appropriate vendors.

• Advertising – mange advertising and communication efforts to promote V Encuentro locally and nationally.

• Liturgies – assist the V Encuentro coordinator to ensure that spreadsheets and other records and forms are updated and maintained for liturgy teams. Manage the schedule and completion of printing of worship aids.

• VIP’s – assists Event Coordinator in extending invitations and following up with RSVP’s

• Appreciation Dinner– extends invitations, follows up with RSVP’s and maintains and updates appropriate records.

• Assists in preparing various packets and materials for transport to event.

• Assists with issuing pre-event information, onsite registration, as well as post-event evaluation and follow-up.

• Assists with formatting and securing online and administrative (internal) registration process.

• Meets monthly or more often if needed with coordinator to prepare timeline, information sharing, communication, planning, implementation and evaluation.

• Reviews inventory of supplies and determining supplies for upcoming event.

• Responsible for maintaining accurate records and places appropriate orders for items needed for the event prior to and on site.

• Must have ability to maintain all Archdiocesan safety and security policies and procedures

Requirements:

MINIMUM QUALIFICATIONS:

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community.

• Bachelor’s degree or equivalent.

• Two years of experience in record keeping and database management.

•Minimum of two years of experience in an increasingly responsible secretarial/administrative positions.

• Must have at least two years’ experience in event planning.

Knowledge, Skills, and Abilities

Knowledge of:

• Basic accounting principles, practices and procedures.

• Proficiency in MS Word, Publisher, Power Point, Excel and digital communication skill including Android and Apple smartphones applications.

• Familiar with online form development and fillable forms. (i.e. Google Docs, Adobe)

• Basic workings of social media platforms.

• Familiar with online registration systems.

• Bilingual English/ Spanish usage, grammar, spelling and punctuation.

Skill in:

• Must be able to effectively interact biculturally, including effective written, verbal usage, grammar, spelling and punctuation.

• File management.

• Database management.

• Organization.

• Long term planning.

Ability to:

• Must be able to work an irregular schedule, evenings or Saturday as needed, additional hours during peak times or as required.

• Perform general accounting functions.

• Handle multiple tasks and prioritize assignments.

• Communicate effectively in written and oral form.

• Develop and maintain effective working relationships.

• Operate standard office equipment and computer.

• Occasionally lift up to 20 pounds.

• Sit for sustained periods of time on a daily basis.

• Perform tasks requiring intermittent bending, stooping and walking.

• Sustain frequent movement of the fingers, wrists, hand and arms.

Information/Application Contact:

Archdioceses Los Angeles

Human Resources Department

3424 Wilshire Blvd.

Los Angeles, CA 90010

FAX: 213-637-6116

E-Mail: employment@la-archdiocese.org

About secureteam

secureteam
A Computer Programmer whose articles got mentions from the likes of The New York Times, Kissmetrics and AllTopStories. He writes articles, novels and poems; spends most of his time reading everything he could get his hands on. He is currently pursuing his Masters from The University of Illinois and holds a Bachelors in Electronics Engineering from the University of California. He is a programmer, a motivational writer and speaker.

Leave a Reply

Your email address will not be published. Required fields are marked *