Bilingual Administrative Assistant

Job Description

Do you want to use your skills and talents to make a lasting difference in the world? Step into a vital role at the heart of the Missionary Servants of the Most Holy Trinity as a Bilingual Administrative Assistant in the Generalate Office. At the Missionary Servants of the Most Holy Trinity, a Catholic Congregation of missionary priests and Brothers, we are mission-driven, focused on serving poor communities through spiritual guidance and systemic change in the U.S. and Latin America.

This dynamic position supports high-level executives by managing critical daily functions such as drafting bilingual correspondence, handling communications, and organizing meetings. Your skills in both English and Spanish will ensure flawless document preparation and smooth interaction with a diverse community. Enjoy a varied role where you'll manage everything from office logistics to financial reporting, making every day different and rewarding. Join us in our mission to serve and excel in a supportive, faith-based environment where your contributions make a direct impact.

If you are excited about this opportunity, we encourage you to apply and join us in making a difference!

POSITION SUMMARY:

The Bilingual Administrative Assistant serves in the Generalate office of the Missionary Servants of the Most Holy Trinity (Trinity Missions). This position performs various essential secretarial and clerical support functions for the organization. Responsibilities include managing incoming and outgoing telephone calls, handling mail, drafting correspondence in both English and Spanish, maintaining records, greeting visitors, and fulfilling other office duties as assigned.

The successful candidate will be a skilled communicator, have exemplary attention to detail, an innate curiosity and desire to learn, and will display a positive attitude and disposition.
The role is a full-time position with a 40 hour per week expectation. While the Bilingual Administrative Assistant is mostly required to work weekdays, occasional events may involve working additional time on evenings and weekends. The Bilingual Administrative Assistant is a salaried position with health benefits and a 403b contribution included. Salary is $35,000 to $50,000 annually. If you desire to work in a position in which you can make a lasting change in the lives of others, then we encourage you to apply today!

Cover letters (required) and resumes can be sent to Aimee Nichols at nichols@trinitymissions.org. No phone calls please.

ESSENTIAL FUNCTIONS:

1. Work directly with the General Custodian and Secretary General to support all aspects of their daily work routines.
2. Prepare and disseminate internal and external correspondence in both English and Spanish.
3. Perform necessary office management and administrative duties such as maintaining inventory of office supplies, monitoring equipment maintenance contracts and subscriptions, answer phones, manage filing, collate materials, make copies, send emails and faxes, mail packages, produce member ID cards, etc.
4. Adequately label and file all incoming correspondence.
5. Organize and prepare for meetings, including gathering and distributing documents, attending to the technical logistics of meetings, and ordering catering in some instances.
6. Maintain and update information stored in various databases, the website, and the Trinity Missions app.
7. Update the annual poster of men in formation and prepare for distribution.
8. Handle online and snail mail bill payments, filing, and record-keeping in Quicken/QuickBooks.
9. Reconcile monthly bank statements and produce financial reports using Quicken/QuickBooks.
10. Maintain the office calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
11. Collaborate with the Communications Manager to promptly disseminate Generalate- related communications.
12. Assist with English/Spanish translations.
13. Proofread documents before publication.
14. Occasionally attend meetings and take notes of discussion; assist the Secretary General in preparing the initial draft of minutes and summaries.
15. Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

EDUCATION AND EXPERIENCE:

• Some college education or equivalent
• Minimum of 3 years of general office experience

KNOWLEDGE, SKILLS, AND ABILITIES:

• Proficiency in oral and written English and Spanish is required.
• A detail-oriented self-starter with prior administrative experience.
• Someone who exhibits sound judgment with the ability to prioritize and make decisions.
• Ability to keep privilege information confidential
• Comfortable interacting with high-level executives.
• Ability to operate basic office equipment including computers, copier, card printer, etc.
• Proficiency in Access, Microsoft Word, Excel, Google Workspace, and QuickBooks.
• Some knowledge of WordPerfect and QuattroPro a plus.
• Basic mathematical skills
• Must have a friendly demeanor and be capable of cooperating with others.
• Ability to understand and follow specific instructions and procedures.

PHYSICAL AND MENTAL JOB REQUIREMENTS:

• Capacity to stoop, bend, and lift 25 pounds.
• Ability to spend long periods sitting in front of a computer monitor and using a mouse.

WORKING CONDITIONS:

• Typical office environment
• Must sign a confidentiality agreement.

SALARY RANGE:

Based on Experience $35,000 to $50,0000 ($16.50/hr. - $24.00/hr.)

About the Employer

Missionary Servants of the Most Holy Trinity have 43 missions serving seven different countries: the US, Mexico, Haiti, Colombia, Honduras, Costa Rica, and Puerto Rico. We are on a mission to preserve the Faith in areas and among people who are spiritually neglected and abandoned, especially the poor. Our chief effort is to develop the missionary spirit of the laity. We are pastors and teachers, chaplains and counselors.

We visit the sick and elderly, and we feed the poor and homeless. Our priests and Brothers work in prisons, hospitals, and other institutions where people feel abandoned and alone. Wherever we are, whatever we are doing, we share a common goal: to preach the love of God and spread the Gospel of Jesus Christ.