Administrative Assistant

Maryknoll Lay Missioners
Title: Administrative Assistant Department: Mission Services Department (MSD)
Supervisor(s): Mission Services Department Manager
Employment Status: Part time Classification: Non-Exempt
Employment Type: Employee Company Industry: Non-profit
Position Location: El Paso, TX

Position Summary: Under the supervision of the Mission Services Department Manager, the MSD Administrative Assistant will perform a variety of administrative, supportive, and organizational duties requiring a thorough knowledge of program and clerical procedures and systems, record retention, filing, correspondence, and related administrative and organizational tasks. This position requires excellent interpersonal skills, the ability to work independently, exercise sound judgment, demonstrate initiative, solve problems independently, and be able to handle sensitive and confidential information. They will work closely with all members of the Mission Services Department and will be an integral part of the team.

Essential Job Criteria

Education: AA Degree preferred; minimum of a High School diploma required.

Experience: Minimum 2 years of experience in an administrative or program support role, with a solid background in clerical procedures and systems, including exposure to invoice processing, vendor/contract coordination, or budget support. Equivalent combination of formal administrative training and relevant work experience will be considered.

Skills and abilities: Excellent communication, organizational, and time-management skills; oral, written, and interpersonal skills; computer proficiency; knowledge of Microsoft 365 and Zoom programs; ability to work independently and as a team member. Strong attention to detail; ability to handle and prioritize multiple tasks, work under pressure; meet deadlines. Familiarity with accounts payable processes, vendor documentation (e.g., W-9s, contracts), and basic budget tracking is a plus. Comfort with basic AV/hardware setup (cameras, microphones, conferencing equipment) and hosting virtual meetings; ability to troubleshoot common technical issues and know when to escalate to IT, a plus. Previous experience in a non-profit and/or faith-based organization a plus.
Bilingual, Spanish preferred.

Supervisory Responsibilities: None

Essential Job Functions: Reporting to the Mission Services Department Manager, the MSD Administrative Assistant’s principal duties are organized into the following areas:

Program & Event Coordination

• Assist with new missioner contracts and work with the MSD Manager to ensure timely completion.
• Provide administrative and printing support as needed, particularly during peak Orientation Formation Program (OFP) periods.
• Maintain the MSD Manager’s calendar and coordinate scheduling for the annual OFP, Mission Integration Program (MIP), Always A Missioner, and International Membership Programs, including setting up Zoom meetings.
• Assist in registration for all MSD events, including attendee tracking, confirmations, and related support.
• Provide logistics and hands-on technical support for MSD meetings and events, including camera/microphone/AV equipment setup, virtual meeting platform hosting (Zoom/Teams), and first-line troubleshooting for both in-person and virtual sessions.
• Take notes during meetings and distribute minutes to participants in a timely manner.
• Compile and manage detailed shopping lists to support event needs for MSD programs such as OFP and MIP.

Financial & Vendor/Contract Management

• Execute end-to-end payment and invoice workflows for MSD vendors and contractors.
• Secure completed W-9 forms and manage the distribution, tracking, and collection of fully executed vendor and contractor contracts.
• Prepare, collect, and verify invoice documentation to ensure timely processing by Accounts Payable.
• Proactively follow up with vendors to obtain missing documentation, deliverables, or payment details.
• Assist with development and ongoing maintenance of the department budget.

Documentation & Compliance

• File evaluations and maintain accurate, up-to-date departmental records.
• Assist with the development of departmental reports.
• Collect, track, and verify candidate documentation, ensuring compliance with established operational instructions.

Logistics, Travel & Equipment Support

• Maintain, track, and replenish items and materials used at the MKLM office.
• Monitor equipment, technical tools, and materials transported between the office and off-site locations during OFP, ensuring complete reconciliation and return of all items.
• Track the functional status of the Maryknoll Lay Missioners (MKLM) equipment and promptly escalate technical issues or repair needs.
• Coordinate end-to-end travel logistics for presenters, including airport drop-offs/pick-ups, accommodation bookings, and meal arrangements.
• Plan, schedule, and oversee local transportation logistics, including attendee and staff drop-offs and pick-ups across various MSD events.

Language & General Administrative Support

• Assist with coordination of translation and interpretation support for the MSD department as needed.
• Perform other duties as assigned by the Mission Services Department Manager.

Significant Physical Requirements

• Travel between floors of buildings using stairs.
• Lift and carry materials, books, forms, supplies and equipment (up to 25 lbs.) to and from offices, shops, conference rooms and storage areas.
• Manual dexterity and visual acuity for use of IT equipment and systems

***Resumes should be sent to [email protected]***