Hospitality and Operations Assistant

Description

FLSA Status : Non-Exempt, Full-Time

Reports To : Director of Operations

Schedule : Monday through Friday, 8 : 00 am 5 : 00 pm, occasional special events (weekends and evenings as needed)

Summary : The Hospitality and Operations Assistant will support the Assumption Seminary offices by performing a variety of hospitality and operational tasks.

The assistant will also support and coordinate a variety of functions and projects necessary for the successful operation of the seminary.

Requirements

Position Responsibilities :

• Answer and transfers phone calls, screening when necessary.
• Serve as the Receptionist to include receiving, screening, and managing all incoming calls, mail, and bulk deliveries (USPS, FedEx, UPS, Amazon, et al.)
• Maintains office supplies and coordinates maintenance of office equipment.
• Greet all incoming guests of the Seminary, including seminarians and lay personnel.
• Assist with inquiries for facilities use for internal and external events.
• Provide administrative and clerical support in a variety of areas including but not limited to filing sensitive information, record keeping, preparing invoices, processing check requests, and overseeing work orders.
• Assist with key requests for faculty, seminarians, and guests.
• Ensure efficient use of resources, draft letters, correspondence, memos, charts, documents, as needed.
• Schedule calls, meetings, reserve conference rooms, and coordinates maintenance of guest rooms.
• Provide backup support to the Communications and Outreach Coordinator for special events, board gatherings, and similar internal / external functions, to include managing RSVPs, and organizing venue and catering details.
• Respond to and resolve administrative inquiries and questions.
• Assist with other Seminary projects as needed.
• Adhere to safety training and protocols daily and take precautionary measure to ensure the safety and well-being of self, others.
• Protect the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adhere to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Take a solution-oriented approach in all interactions and undertakings, including being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Perform other duties as assigned.

Minimum Qualifications :

Education :

• High School diploma, or equivalent;
• Associate’s degree in related field or additional relevant experience in lieu of degree.

Experience :

Minimum of three (3) years of working in an office environment providing customer service and administrative support.

License and Credential :

• Reliable transportation
• Valid driver license
• Valid vehicle insurance

Minimum Knowledge and Skills :

• Working knowledge of all Microsoft Office programs, SharePoint, and Adobe Acrobat Pro;
• Bilingual in English & Spanish;
• Practicing Catholic or familiarity with the Catholic Church preferred
• Basic understanding of receptionist and clerical procedures and systems such as recordkeeping and filing;
• Excellent organizational, interpersonal, and customer service skills;
• Must be detail-oriented, organized, efficient time management, self-motivated, work well independently and on a team;
• Must have strong written and verbal communication skills
• Ability to write reports, develop correspondence, and memos from draft, copy or dictation.
• Ability to speak effectively and respond to questions from diverse audiences, including stakeholders, and the general public.

Travel Requirements : Travel requirements for the position includes up to 5% local and 0% overnight.