Job Description

The Administrative Assistant for the Institute of Evangelization provides high-level administrative, organizational, and operational support to ensure the smooth and efficient functioning of daily activities, special projects, and events. This role requires a proactive, detail-oriented individual who can manage multiple tasks simultaneously, coordinate with internal and external stakeholders, and maintain accurate, timely documentation. The Administrative Assistant will support the team by coordinating meetings, maintaining project documentation, processing routine administrative tasks, and ensuring that project-related activities begin and conclude according to established timelines.

Essential Functions

• Provide comprehensive administrative support including answering phones, drafting and responding to correspondence, and maintaining organized electronic and physical files.
• Coordinate calendars, schedule and set up meetings, webinars, presentations, and events; ensure all necessary materials, locations, and technology are prepared.
• Assist in event planning and execution, including registration, participant communication, and use of online platforms to support virtual and in-person events.
• Utilize project management tools to track tasks and deliverables, monitor progress of project contributors, and document workflows, processes, and procedures.
• Support the development of project schedules and action plans; help establish realistic goals, timelines, and milestones for administrative and programmatic initiatives.
• Ensure project-related and administrative tasks are completed on time and at a high level of quality.
• Serve as an internal administrative liaison, coordinating with multiple departments and external partners as needed.
• Process paperwork for financial transactions, invoices, reimbursements, and other budgetary matters.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Provide general office support and perform other duties as assigned to advance Institute goals

Position Qualifications

• High school diploma required.

• 2–4 years of experience in administrative support, event coordination or comparable experience.

• Proven proficiency with Microsoft Office Suite and familiarity with graphic design tools and event registration platforms.

• Strong oral and written communication skills with attention to clarity, accuracy, and professionalism.

• Demonstrated ability to multitask, prioritize responsibilities, meet deadlines, and work effectively in a fast-paced environment.

• High level of professionalism, discretion, and ability to work both independently and collaboratively.

• Strong work ethic, initiative, and ability to anticipate needs and propose creative solutions.

• Commitment to intercultural competency and willingness to engage in ongoing learning around cultural awareness.

• Flexibility to work occasional evenings or weekends based on Institute needs.

• Fluency in Spanish is a plus

Pay Range $21.63 - 24.04, Hourly

Benefits

We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick and vacation leave. Please click on the link below for more detailed information:

https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/