Administrative Assistant (Kentucky Office for Refugees)

at  Catholic Charities of Louisville

GENERAL SUMMARY

The KOR Administrative Assistant will assist the State Refugee Coordinator (SRC) and the department managing emails and the calendar for the SRC, meeting planning and coordination, maintaining physical and digital records, communicating with community partners, property management staff and maintaining an inventory of office supplies. The administrative assistant should have excellent administrative and organizational skills, and exercise good judgment in a diversity of situations with good written and verbal communication.

EDUCATION AND SKILL REQUIREMENTS

• Associate degree preferred
• Proficient in Microsoft 365.
• 3-5 Years in office management, administrative assistance and/or executive assistance.
• Strong communication skills, detail orientated, and highly organized
• Experience in working with a web based database preferred
• Interpersonal skills, professional and courteous demeanor, and excellent office and phone etiquette.
• Ability to work well independently and in collaboration with others
• Must be able to maintain the confidentiality of any information s/he encounters.
  Catholic Charities of Louisville is the social-service arm of the Archdiocese of Louisville. We provide help and create hope for the poor and vulnerable through a wide range of programs, assisting clients of all races, backgrounds and beliefs.
  Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, Short Term Disability, Long Term Disability, 401K/403b Pla

• Welcome office visitors, ensuring guests can access the suite.
• Works with outside vendors to ensure office equipment is in good condition and maintains an inventory of office supplies and order as needed.
• Communicate with the property management company with concerns related to maintenance of the suite and parking at the property.
• Arrange and coordinate meetings, schedule appointments, and maintain calendar to ensure there are no scheduling conflicts. Assist in the scheduling of any virtual meetings.
• Make room reservations, coordinate logistics including room setup refreshments, and handouts.
• Disseminate Outlook calendar invites to attendees, assist in planning meeting agendas and take minutes and summarize discussions at various meetings. Provide follow-up as needed.
• Handle emails, phone calls and other correspondence including the preparation of cover letters, letters of support and the like for the signature of the State Refugee Coordinator.
• Make travel and accommodation arrangements.
• Maintain physical and digital records, including the organization of the shared drive for the department.