Administrative Assistant, Office of Evangelization and Catechesis

Administrative Assistant

Office of Evangelization and Catechesis

& Office of Worship

Reports to: Directors of the Offices of Evangelization and Catechesis & Worship Classification: Non-exempt

Position Summary The Administrative Assistant provides essential clerical, logistical, and communications support to the Offices of Evangelization and Catechesis & Worship. This full-time position supports both Directors in the coordination of diocesan initiatives, workshops, liturgical events, lay formation programs, and parish communications. The assistant must be well-organized, attentive to detail, capable of managing multiple priorities, and committed to the mission of the Catholic Church.

Duties and Responsibilities

General Administrative Support

· Serve as the first point of contact for office inquiries (phone, email, in-person), providing hospitality and accurate information.

· Prepare reports, presentations, flyers, and other materials for meetings and events.

· Maintain accurate and confidential databases, records, and filing systems (physical and digital).

· Perform correspondence, photocopying, mailings, scheduling, and inventory management.

· Monitor and replenish office and catechetical supplies.

Event and Program Coordination

· Assist in organizing, promoting, and executing diocesan liturgical and catechetical events and workshops.

· Coordinate logistics such as venue bookings, event registration, hospitality, and supplies.

· Communicate with parishes about diocesan liturgical events, including Rites of Election, Chrism Masses, Jubilees, Confirmations, Red Mass, and pastor installations.

· Serve as point of contact for event participants, presenters, clergy, and vendors.

Financial and Budgetary Support

· Track, process, and file invoices, reimbursements, and financial documentation.

· Assist in budget tracking for programs and events.

Technology and Communications

· Maintain and update content on diocesan website sections for both Offices.

· Create engaging, mission-aligned content for social media, email communications, and promotional materials.

· Provide basic technical support for virtual meetings, webinars, and livestreamed events.

Support for Catechetical and Liturgical Programs

· Distribute catechetical and liturgical resources to parishes and schools.

· Maintain inventory of educational materials and liturgical supplies.

· Facilitate communication with parish catechetical leaders, liturgical coordinators, and other stakeholders.

Office Coordination

· Help maintain a professional and welcoming environment within the diocesan offices.

· Ensure smooth daily operations, including scheduling internal meetings and coordinating calendars for both offices including Neighbor Islands.

· Perform other duties as assigned by the Directors.

Minimum Qualifications

· High school diploma required; associate’s or bachelor’s degree preferred.

· Minimum of 2–3 years of administrative or church/nonprofit experience.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Experience using tools such as Canva, Zoom, and Google Workspace preferred.

· Familiarity with managing social media platforms (Facebook, Instagram).

· Ability to work evenings and weekends

· Occasional travel to parishes or other diocesan locations may be necessary.

Other Job Requirements

Physical requirements

Bending, stooping, reaching, twisting, lifting, pushing, pulling and moving items