Administrative Assistant (Hispanic Ministry Office)

Description

POSITION SUMMARY:

Provides comprehensive administrative, operational, and ministry support to the Director of Hispanic Ministry. Serves as a key liaison among diocesan offices, parishes, clergy, ministry leaders, volunteers, presenters, and external partners. Coordinates day-to-day office operations, event planning and logistics, communications, financial administration, and departmental initiatives to ensure the effective delivery of diocesan Hispanic Ministry programs and services.

KEY RESPONSIBILITIES:

• Provide administrative support, correspondence management, scheduling, agendas, minutes, records management, and office coordination.
• Coordinate logistics, registrations, facilities, hospitality, certificates, materials, volunteer communication, and participant communication for diocesan events including the Eucharistic Congress, Hispanic Ministry formation programs, leadership development initiatives, conferences, workshops, and special events.
• Serve as a bilingual point of contact in English and Spanish for clergy, parish staff, volunteers, and participants.
• Prepare reimbursement requests, invoices, stipends, credit card reconciliations, and other financial documentation.
• Maintain databases, registration systems, mailing lists, attendance records, and departmental files.
• Create, distribute, and maintain promotional materials, flyers, forms, certificates, and electronic communications.
• Coordinate travel arrangements and meeting logistics as needed.
• Support recruitment and onboarding processes including interview scheduling, candidate communication, and coordination with Human Resources.
• Collaborate with diocesan departments and external organizations in the planning and execution of joint initiatives.
• Utilize Microsoft 365 tools including Outlook, Teams, SharePoint, Forms, Word, Excel, Planner, and related collaboration tools to support departmental operations.

OTHER RESPONSIBILITIES:

• Perform related duties as assigned by the Director of Hispanic Ministry.

DIRECT REPORTS:

• N/A

Requirements

POSITION REQUIREMENTS:

Education

• Practicing Catholic in good standing with the Catholic Church.
• High school diploma or equivalent required; additional education or training in business administration or a related field is a plus.
• Bilingual proficiency in English and Spanish, with the ability to read, write, speak, and translate effectively in both languages.

Experience

• Previous administrative or office support experience preferred
• Excellent organizational, interpersonal, and written/verbal communication skills.
• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.

Skills

• Strong organizational, interpersonal, and communication skills.
• Proficient in Microsoft 365 applications.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and exercise sound judgment.

Physical

The physical requirements described here are representative of those that must be met by an employee to successfully perform the Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s Responsibilities.

• Ability to operate standard office equipment, sit and stand for extended periods, move throughout office and event venues, and occasionally lift and carry items up to 25 pounds.

PREFERRED QUALIFICATIONS

• Experience in a parish, diocesan, school, nonprofit, or ministry environment.
• Experience coordinating events and managing registrations.
• Experience working with multicultural and bilingual communities.
• Knowledge of Catholic teaching, parish life, and Hispanic ministry.

WORKING ENVIRONMENT:

• Regular office hours at the Pastoral Center.
• Requires occasional evening and weekend work in support of diocesan programs and events.
• Some travel within the Diocese of Charlotte may be required.

ABOUT THE DIOCESE OF CHARLOTTE:

The Roman Catholic Diocese of Charlotte encompasses 2,750 personnel across 93 parishes and missions and 20 Catholic schools in 46 counties of western North Carolina, with a growing Catholic population of more than 565,000