Administrative Assistant Office of Development

Hourly rate: $30.00 to $35.00Please include brief cover letter with SummaryThe Office of Development serves as the primary fundraising and stewardship arm of the Catholic Diocese of Arlington collaborating with the bishop diocesan staff pastors parishioners and community members to enhance financial support for the Diocese and its affiliated entities including parishes schools Catholic Charities the Catholic Foundation of Arlington and the Diocese of Arlington Scholarship Foundation. The Office provides professional fundraising activities and support to meet operational capital and programmatic Administrative Assistant III provides comprehensive administrative support to the Chief Development Officer the Senior Director of Development and the Development Office team. This role ensures the smooth operation of office functions assists with donor relations and events and supports the mission and initiatives of the Diocese through professional and efficient DutiesProvide administrative support to the Chief Development Officer and Senior Director of the Chief Development Officer with calendar management and scheduling as and coordinate board and committee meetings (e.g. Stewardship Advisory Committee Catholic Foundation Board Scholarship Foundation Board) as well as donor visits and volunteer events. Responsibilities include:Creating plans and schedulesCompiling data and preparing formal presentationsPreparing and distributing agendasManaging all meeting logistics (invitations updates space reservations meals)Attending meetings recording/transcribing minutes preparing drafts finalizing notes and distributing them as appropriatePerform general office management including:Monitoring and prioritizing daily emails and phone callsResponding to action items from shared development and group email accountsTracking expenses processing invoices and reimbursements reconciling monthly credit card statements and preparing expense reportsCollecting receipts and mileage logsOrdering and maintaining office supplies and materialsMaintaining organized print and digital filing systemsServe as System Administrator for the Basecamp Project Management site providing training and oversight as edit and manage donor correspondence and other development-related and coordinate grant distributions for Catholic Foundation Donor Advised Funds and ResponsibilitiesCoordinate and assist in preparing briefing reports and donor profiles for proposals and gift agreements using established and prepare acknowledgments for constituent all significant donor interactions are accurately recorded in the Dioceses constituent contracts catering décor schedules and logistics with vendors parish/diocesan staff and other partners for fundraising with the creation of talking points and materials for fundraising the Development Services team during high-volume periods (e.g. Bishops Lenten Appeal end-of-year giving major events).Provide administrative support to initiatives such as the Assembly of Catholic Professionals Catholic Foundation and Scholarship other duties as Skills and AbilitiesUnderstanding of and respect for Catholic Church teachings mission and valuesProficiency in Microsoft Office particularly Excel; database management experience preferredExceptional customer service orientationExcellent oral and written communication skills with the ability to communicate tactfully and professionally with diocesan staff parish and school personnel and the public in person by telephone and via emailStrong planning organizational and time management skills with a keen attention to detail and accuracyAbility to manage multiple priorities with competing deadlinesInitiative flexibility adaptabilityStrong work ethic enthusiasm and confidenceCommitment to philanthropic values fundraising and service with support for the mission of the Catholic Diocese of ArlingtonBilingual (English/Spanish) strongly preferredLicenses / CertificationsValid drivers license school diploma or equivalent required; completion of some business college or equivalent coursework preferredExperience36 years in an administrative role providing direct support to a senior-level executive required; experience in nonprofit fundraising and donor relations preferred.