Job Opportunity

Communications Administrative Assistant I


Communications & Creative Services

Reports To:

Manager of Communications

Position Summary:

We are a local ministry with international reach seeking an Administrative Assistant to support our Communications and Creative Services Department.

Duties and Responsibilities:

Primary Duties and Responsibilities

  • Ongoing oversight of critical fundraising resource (zzListforfundraisers); updated weekly for status changes, budgets modifications, Development reservations, etc.
  • Collaborate and work with Projects Department to ensure that Missions/fundraising projects and related budgets are marketed properly to public
  • Supervise the organization and maintenance of various electronic libraries, catalogs and content management systems (Library and Photobase); including forwarding any audio or digital files to the Lead Video Editor for their review
    • Acquisition, filing/organizing and adding keywords and ratings to photos that come in from the field
    • Filing of reports, budget info, stories, that come in from Projects Dept.
    • Filing of donor updates and completed project proposals
    • Assist with cleaning/sifting through historic CI/CCO databases
  • Assist organization employees to locate files, photos, marketing materials, network resources (Library and Photobase)
  • Provide administrative and marketing support for Communications Manager and MarComm department team members
  • Organize and maintain hard copy filing system as needed

Secondary Duties and Responsibilities:

  • Document management – maintaining spreadsheets as needed
  • Alert staff of newly published marketing materials via email
  • Personalize existing donor updates and proposals using design software
  • Assist with annual process of updating project proposals based on new budget year funding commitments under the direction of the Editorial Traffic Coordinator
  • Communicate with Web/Digital support staff via project management platform when changes are necessary to online ‘Project Catalog’ and other areas of website
  • Serve as back up Editorial Coordinator; editorial scheduling and coordination of writing assignments for internal (and freelance) copywriting team, working with stakeholders, prepping assignments, creating tasks in Teamwork, etc.
  • Log staff paid time off (PTO) requests on shared Outlook calendar
  • Plan fun, once a month activities for team building, and weekly discussions to help stay connected (inclusive of remote team members)
  • Type correspondence, memos, charts, tables, etc.
  • Basic office filing and maintenance
  • Maintain all Communications Department electronic equipment/booths
  • Coordinate welcome gifts for new hires and birthday cards/gifts for team members
  • Research outside services/vendors as needed
  • Transcribe audio files as needed
  • Other duties as assigned

Knowledge, Skills & Abilities Require/Preferred:

  • Must be extremely detailed and obsessively organized
  • Must be a logical, analytical and critical thinker with excellent problem solving skills
  • Anticipate the needs of others in order to ensure seamless and positive collaboration between various departments
  • Must be able to analyze photos for marketing purposes
  • Must be proficient in PC-based environment (Windows Explorer, MS Word, MS Excel, Outlook)
  • Ability to work with minimum supervision
  • Excellent time management skills and the ability to multitask
  • Should be a proactive self-starter with the ability to work Need strong ability to set priorities, solve problems, and be resourceful under pressure
  • Comfortable interacting with executive level management
  • Possess a positive attitude and be a proven team player and have the ability to assist other departments when needed
  • Maintain polite and professional communication via phone, email, and in-person
  • Enthusiasm for organizational development, specifically enhancing the organization’s effectiveness and impact through individual and collective contribution
  • Bilingual preferred; at a minimum, the ability to understand/make oneself understood and read in Spanish

Experience Requirements:

  • Minimum of 3 years of administrative or coordinator experience in high-volume output marketing/office management
  • Excellent computer skills
  • High level of attention to detail
  • Non-profit experience preferred

Education or Certification Requirements:

Associate degree or any combination of training and/or experience equivalent to the completion of an Associate degree

Application Process

Please submit your resume by email to and include the title of the position in the subject line. Please be sure to include a cover letter detailing your spiritual background.

Cross Catholic Outreach is a Christian ministry and provides excellent employee benefits. We are a Christian Humanitarian Aid Agency assisting the poorest of the poor around the world. Please visit our web site to learn more about the mission, vision, statement of faith and core values of our organization.