Archdiocese of Ottawa-Cornwall

Title: Administrative Assistant – Diocesan Administration

 

Reporting to: Chief Administrative Officer, or his delegate

 

Summary

The Administrative Assistant provides secretarial and administrative support to the Chief Administrative Officer (CAO) and the Chief Financial Officer (CFO) and works in close collaboration with the Archbishop’s Office and the Real Estate and Facilities Department.  In addition, the Administrative Assistant provides support and assistance to various sectors of the Diocese, including the Finance Department and People and Culture Department, liaises with both pastoral sectors, and supports the work of various diocesan councils and committees.  In carrying out these duties, this person will be expected to deal compassionately with people from every level of the Church, society and industry, frequently dealing with sensitive issues.

 

SPECIFIC DUTIES

  • Provides secretarial and administrative support to the CAO and CFO
  • Drafts, proofreads, edits, translates and prepares internal and external documents, such as letters, memos, notices, announcements, charts, PowerPoint presentations, etc.
  • Replies to various inquiries and disseminates information (verbally and in writing) to parishes, priests, other religious organizations and associations, government departments, work colleagues and the general public
  • In collaboration with the Real Estate and Facilities Department, receives requests / submissions from parishes and looks after the necessary follow-ups to ensure the completeness of the files in preparation for the meetings of the College of Consultors and Diocesan Finance Council, drafts response letters to parishes following decisions made by both committees
  • Drafts and prepares agendas and pertinent documents for various administrative councils (including the Diocesan Finance Council and the Investment Advisory Committee) for review and approval by the CAO and CFO
  • Drafts and prepares agendas and pertinent documents for various committees (including the College of Consultors and Real Estate Committee) for review and approval by the CAO and Director of Real Estate and Facilities (DREF)
  • Records and transcribes minutes for the Councils and Committees, coordinates translation of the minutes from the College of Consultors’ meetings with the Communications Office.
  • Coordinates all logistical aspects of meetings (reserves meeting rooms, coordinates room set-ups, orders meals and/or refreshments when needed, assembles pertinent documents and materials and forwards them to Council and Committee members)
  • Screens, responds to and refers mail, e-mail and telephone enquiries to appropriate sector
  • Assists with the formatting, editing, compilation and distribution of reports, including graphs, charts and PowerPoint presentations prepared by CAO and CFO
  • Updates and maintains contacts for Parish Finance Councils – DDMS
  • Deals with estate matters, preparing correspondence to legal offices with respect to disbursement of estate funds; ensure appropriate tax receipts and letters are issued to the executor / law office.
  • Prepares letters to beneficiaries related to the Donation of Securities and other planned giving donations; ensure appropriate tax receipts are issued with the accompanying thank you letter to the donors from the Archbishop
  • Assists the Finance Department in the preparation of tax receipts for donors, as well as to priests for their annual contribution to the Compensation Fund.
  • Supports the work of Diocesan Administration in the review and update of policies and procedures
  • Research various issues when requested
  • With the Reception, handles and categorizes incoming/outgoing mail, e-mails; prepares packages to be sent by messenger
  • Develops and maintains a bring forward (BF) system for deadline dates
  • Develops and maintains appropriate filing system (both paper and electronic)
  • Performs such other responsibilities connected to Diocesan Administration and Finance, proposed by and agreed with the CAO and/or CFO

 

QUALIFICATIONS

  • At least 5 years’ secretarial or administrative experience at a senior level
  • Knowledge of the Roman Catholic Church
  • Fluent communication skills, both verbal and written, in English and French
  • Sound knowledge of office administration and procedures
  • Detail-oriented team player with strong organizational, multi-tasking, problem solving and time management skills
  • Tact, discretion, flexibility and diplomacy
  • Ability to work on own initiative and in collaboration with others
  • Superior typing and computer skills
  • Excellent knowledge of MS Office, particularly Word, Excel, Outlook, and PowerPoint. Knowledge of Adobe Acrobat Professional would be an asset.
  • Experience in the non-for-profit sector would be considered an asset
  • Recent clear Canadian Criminal Records check or Canadian Federal Government security clearance

 

Job type

  • Permanent Full-time – 37.5 hours per week.
  • 8:30 am to 4:30 pm Monday to Friday (including a 30-minute unpaid lunch break)

 

What we offer

  • Comprehensive benefit package from the first day
  • Pension plan: Defined Contributions (after 6 months of continued employment)
  • Office closure during Christmas celebrations
  • Overtime is paid or compensated upon prior approval
  • Occasional telecommuting upon pre-approval of the line manager
  • Casual work environment
  • Free parking;

 

How to apply

Send a cover letter and resume indicating your name and the position title in the subject line of your email to careers@ottawacornwall.ca.

Only candidates selected for an interview will be contacted.

 

Application Deadline

June 21, 2024

 

In compliance with the Accessibility for Ontarians with Disabilities Act (AODA), the Archdiocese of Ottawa-Cornwall provides reasonable accommodations to individuals with disabilities. If contacted for an interview, applicants should make any accommodation needs known at that time.

Welcome to the Archdiocese

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