Administrative Assistant

Title: Administrative Assistant Reports to: Region 1 Director Location: Catholic Charities, Diocese of Venice In Florida Inc. - Sarasota office : 5055 North Tamiami Trl. FL Classification: Hourly/Nonexempt OverviewCatholic Charities, Diocese of Venice, Inc. is committed to providing services to individuals of all races, backgrounds, and beliefs. We offer a variety of housing and social services to individuals, families, and communities across ten counties in Southwest Florida. The Regional Administrative Assistant plays a key role in supporting the Region 1 Director and ensuring seamless operation within the region. This role involves a range of administrative responsibilities carried out in accordance with organizational policies, regulations, and performance standards. Job Responsibilities: Provide administrative support to the Regional Director, including clerical tasks, scheduling, and coordination of follow-ups with program staff. Answer and direct incoming calls in a professional and friendly manner, assisting callers with service access, appointment scheduling, and routing calls to the appropriate staff. Greet and assist clients, community representatives, and visitors in a welcoming and professional manner. Organize and coordinate meetings, prepare agendas and minutes, and communicate with agency/committee representatives. Manage ordering and inventory of office and program supplies, ensuring timely distribution and organization. Prepare check requests for regional office expenses, manage vendor billings, track orders, and ensure credits are processed as necessary. Reconcile credit card purchases and receipts, ensuring accuracy and providing necessary documentation. Make travel arrangements for the Regional Director and office staff, ensuring efficient booking and coordination for meetings and conferences. Draft and disseminate various correspondence, including thank you letters, emails, reports, and meeting minutes. Administer documentation related to Financial Assistance Opportunities available to clients, ensuring accuracy and availability. Support staff training initiatives, ensure performance evaluations are completed, and compile feedback for program outcomes. Participate in professional development opportunities to maintain and enhance skills and knowledge of services. Assist with data entry and management of various databases for reporting purposes, collaborating with the Director of Grants. Provide support for event committee meetings, including minute-taking, when the Development Coordinator is unavailable. Ensure proper maintenance of office equipment at the Sarasota office. Coordinate internal and community holiday events as requested. Provide back-up coverage as necessary for office operations. Perform additional duties as assigned by the Regional Director. Associates degree or equivalent in business related field; and 1 - 3 years related administrative level clerical experience; or any acceptable combination of education, training, and experience. Bilingual in English/ Spanish preferred. Must have valid Florida driver's license and maintain agency driving certification; must have access to a reliable, properly insured vehicle for travel. Knowledge & Skills: Strong understanding of administrative operations, office management, and accounting practices. Ability to handle highly confidential information with discretion. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment. Strong organizational skills with the ability to manage multiple priorities and meet deadlines with attention to detail. Ability to solve problems, exercise independent judgment, and foster cooperation across various teams. Ability to adapt to dynamic work conditions and follow complex instructions. Strong interpersonal skills to interact appropriately and sensitively with a diverse client population.

Created: 2026-03-04