ADMINISTRATIVE ASSISTANT AT CARITAS DIOCESE

Duties and Responsibilities

• Organize work by reading and routing correspondence, collecting information, and initiating telecommunications.
• Answer and direct phone calls professionally.
• Receive, distribute, circulate, and file all documents coming into the office.
• Organize and schedule meetings and appointments.
• Distribute documents to suppliers and other agencies.
• Maintain staff and parishes’ contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Develop and maintain an administrative filing system and records.
• Order, maintain, and manage office stationery and supplies.
• Arrange flight travel for staff and visitors.
• Welcome, and direct visitors to specific offices.
• Maintain department schedules, including calendars, meetings, conferences, and teleconferences.
• Ensure confidentiality and security of office operations.
• Maintain office supplies inventory by checking stock levels.
• Secure information through proper database management and backups.
• Provide historical references by utilizing filing and retrieval systems.
• Enhance professional knowledge by attending educational workshops.
• Contribute to team efforts by accomplishing related tasks as needed.
• Ensure premises are secured before leaving and opened every morning.
• Maintain general office tidiness.
• Perform any other duties as assigned by the supervisor.