Administrative Assistant - Development Office

Catholic Diocese of Arlington • Full-time • Arlington, VA, US • 1m ago

Meaningful work * service oriented and respectful work environment * work-life balance * telework opportunities * generous leave * more holidays than the federal government, including Christmas week off * free parking as well as free transportation to/from Ballston metro * paid lunch breaks * professional development tuition assistance * tuition assistance for your children enrolled in our diocesan schools after 1 year of employment * generous benefits, including a pension plan * AND MORE...

Position Summary

The Office of Development serves as the primary fundraising and stewardship arm of the Catholic Diocese of Arlington, collaborating with the bishop, diocesan staff, pastors, parishioners, and community members to enhance financial support for the Diocese and its affiliated entities, including parishes, schools, Catholic Charities, the Catholic Foundation of Arlington, and the Diocese of Arlington Scholarship Foundation. The Office provides professional fundraising activities and support to meet operational, capital, and programmatic needs.

The Administrative Assistant III provides comprehensive administrative support to the Chief Development Officer, the Senior Director of Development, and the Development Office team. This role ensures the smooth operation of office functions, assists with donor relations and events, and supports the mission and initiatives of the Diocese through professional and efficient service.

Principal Duties

Provide administrative support to the Chief Development Officer and Senior Director of Development.
Assist the Chief Development Officer with calendar management and scheduling, as needed.
Support and coordinate board and committee meetings (e.g., Stewardship Advisory Committee, Foundation Board, Scholarship Board), as well as donor visits and volunteer events. Responsibilities include:
- Creating plans and schedules
- Compiling data and preparing formal presentations
- Preparing and distributing agendas
- Managing all meeting logistics (invitations, updates, space reservations, meals)
- Attending meetings, recording/transcribing minutes, preparing drafts, finalizing notes, and distributing them as appropriate
Perform general office management, including:
- Monitoring and prioritizing daily emails and phone calls
- Responding to action items from shared development and group email accounts
- Tracking expenses, processing invoices and reimbursements, reconciling monthly credit card statements, and preparing expense reports
- Collecting receipts and mileage logs
- Ordering and maintaining office supplies and materials
- Maintaining organized print and digital filing systems
Serve as System Administrator for the Basecamp Project Management site, providing training and oversight as needed.
Draft, edit, and manage donor correspondence and other development-related documents.
Process and coordinate grant distributions for Catholic Foundation Donor Advised Funds and endowments.

Additional Responsibilities

Coordinate and assist in preparing briefing reports and donor profiles for visits.
Create proposals and gift agreements using established templates.
Draft and prepare acknowledgments for constituent meetings.
Ensure all significant donor interactions are accurately recorded in the Diocese’s constituent database.
Coordinate contracts, catering, décor, schedules, and logistics with vendors, parish/diocesan staff, and other partners for fundraising events.
Assist with the creation of talking points and materials for fundraising events.
Support the Development Services team during high-volume periods (e.g., Bishop’s Lenten Appeal, end-of-year giving, major events).
Provide administrative support to initiatives such as the Assembly of Catholic Professionals, Catholic Foundation, and Scholarship Foundation.
Perform other duties as assigned.

RESPONSIBILITIES AND AUTHORITY:

Supervision Received
- From the Executive Director of Development

Physical Demands/Working Environment
- While performing the duties of this job, required to have ordinary ambulatory skills sufficient to visit other locations; ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weight of 10 – 50 pounds
- Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read
- Frequently required to sit, hear, talk and use repetitive motion of the hands/wrists
- Occasional evening and/or weekend work is required
- Work performed in an individual, well-lighted office. The noise level is usually low. The space is wheelchair-accessible

Qualifications

Knowledge, Skills, and Abilities

Understanding of and respect for Catholic Church teachings, mission, and values
Proficiency in Microsoft Office, particularly Excel; database management experience preferred
Exceptional customer service orientation
Excellent oral and written communication skills with the ability to communicate tactfully and professionally with diocesan staff, parish and school personnel, and the public in person, by telephone, and via email
Strong planning, organizational, and time management skills with a keen attention to detail and accuracy
Ability to manage multiple priorities with competing deadlines
Initiative, flexibility, adaptability
Strong work ethic, enthusiasm, and confidence
Commitment to philanthropic values, fundraising, and service with support for the mission of the Catholic Diocese of Arlington
Bilingual (English/Spanish) strongly preferred

Licenses / Certifications

Valid driver’s license required.

Education

High school diploma or equivalent required; completion of some business college or equivalent coursework preferred

Experience

3–6 years in an administrative role providing direct support to a senior-level executive required; experience in nonprofit fundraising and donor relations preferred.

We thank all applicants in advance for their interest in working for the Catholic Diocese of Arlington, however, only those selected for an interview will be contacted.

PI277820389