Administrative Assistant

The Catholic Diocese of Richmond, Office of Real Estate, at the Pastoral Center is seeking an Administrative Assistant.

The Administrative Assistant is responsible for the administrative duties associated with the Director of Real Estate, Director of Risk Management and Director of Propagation of Faith.

Responsibilities & Tasks:

• Answers phones, rerouting pastors, contractors, architects, engineers, and other professionals to responsible parties.
• Maintains and oversees all diocesan parish, school, and diocesan building files pertaining to physical plant and real estate.
• Processes contracts and legal documents for property sales, leases, and contractual services which require signature from His Excellency.
• Ensures necessary reviews with diocesan legal counsel and Finance Office.
• Tracks and updates a backlog of written correspondence between parishes, schools and the Office of the Bishop.
• Manages and tracks all capital projects.
• Prepare check requests for the offices of Real Estate and Risk Management.
• Assist the Office of Risk Management with Works Compensation claims, Special Events Tracking, and maintain Certificates of Insurance.
• Primary administrative assistant for the Director of Propagation of Faith. Will assist with meeting planning, tracking of email inboxes, organization of files, check requests, and other duties as assigned.
• Assist with planning monthly BARC meetings
• Updates all leases for review.
• Organizes and maintains file system and file correspondence along with all other records.
• Maintains current log of vendor files.
• Files and scans closed projects for electronic filing.
• Opens incoming mail and routes where necessary. Prepares outgoing mail.
• Assist with maintaining and updating BARC manual.
• Maintains parish and school list of properties.
• Assist with compliance of the diocesan construction and renovation policies and procedures.
• Assist with maintaining and updating the Office of Real Estate webpage.

Qualifications:

A minimum High School diploma required. Minimum of five years’ experience in an administrative assistant-type role. Ability to coordinate and schedule travel arrangements. Knowledge of real estate transactions is recommended. Knowledge about building construction is preferred. Must possess excellent communication and organizational skills. Familiarity with Catholic Church structures and teachings helpful. Ability to prioritize work, multi-task, and manage time effectively.

Additional qualifications include:

• High level of customer service commitment to include pastoral sensitivity and professionalism

• Proficiency in MS Office (Word, Excel, Outlook) and MS Windows

• Excellent oral and written communication skills required, demonstrating professionalism and confidentiality in all communications.

• Demonstrated ability to maintain confidentiality

• Extremely strong organizational and time management skills

• Attention to detail and timeliness are critical

The position of Administrative Assistant is full-time (35 hours per week). Normal working hours are Monday – Friday, 8:30 a.m. – 4:30 pm. Some night and weekend work may be occasionally required. A hybrid work schedule may be available after the first 3 months.

Interested candidates should submit a cover letter of interest, resume and full application.

For any questions, please contact Kelly Shumate, HR Generalist / Recruiter at [email protected]

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The Catholic Diocese of Richmond is a great place to work. As a diocese, we are a family-oriented and faith-centered group of individuals who welcome the diversity of our people and actively focus on creating a comfortable and productive workplace. We have a long-standing commitment to justice in the workplace, and we are proud of our employment practices that serve over 2,700 lay and religious employees, employers and clergy serving in the Pastoral Center, parishes, schools, and other agencies.