Administrative Assistant

Overview

The Assistant serves as the operational and administrative backbone for the Community Life and Spiritual Formation Department. This professional role provides administrative support, ensures seamless coordination of departmental initiatives, and acts as a trusted liaison between leadership, cadets, staff, and external partners. The Administrative Assistant is responsible for coordinating calendars, communications, events, and resources while supporting key projects that foster spiritual formation, campus engagement, and organizational excellence.

Responsibilities

Executive & Administrative Support

• Provide administrative support to the Assistant Training Principal for Community Life (ATPCL) and Spiritual Formation & Worship Coordinator (SFWC), including calendar management, meeting preparation, and correspondence.
• Draft, edit, and disseminate professional communications on behalf of ATPCL.
• Manage financial processes, including SmartData reconciliation, purchasing for departmental expenditures.

Event Coordination

• Under the direction of department leadership, coordinate, and execute departmental events, retreats, chapel services, orientations and campus-wide community gatherings.
• Create event materials such as programs, flyers, brochures, prayer calendars, prayer cards, and PowerPoints to support departmental initiatives.

Resource Development & Curriculum Support

• Design, and produce resources to support monthly Spiritual Formation themes, and teaching assignments.
• Assist faculty in course preparation through PowerPoint development, handouts, and technology coordination.
• Maintain departmental inventory and resource orders to ensure seamless programming.

Communications & Community Engagement

• Act as primary liaison for the Community Life and Spiritual Formation Department with other CFOT departments, Territorial Headquarters, and outside organizations.
• Maintain an active presence of departmental initiatives through social media and internal communications.
• Support cadets, staff, and officers by providing resources, reminders, and communication for community gatherings, Sunday services, and prayer activities.
• Prepare and maintain accurate community records, including a master community gatherings chart, a list of all children and their ages, and a community-wide birthday list; coordinate and prepare birthday cards on a monthly basis.

Team Support

• Organize and facilitate team meetings, including agendas, minutes, and follow-up actions.
• Provide support for outside guests, including arrangements, hospitality, and gift preparation.
• Contributes to the ongoing development of departmental systems, ensuring efficiency, professionalism, and alignment with institutional goals.
• Provides Front Office administrative support and coverage when needed
• Perform all other duties as assigned by the ATPCL and SFWC.

Qualifications

Associate's degree (A. A.) or equivalent from two-year college or technical school and two years of related experience; or equivalent combination of education and experience.

• Proficiency in Microsoft Office Suite, Teams, OneDrive, Canva, and database systems.
• Experience with Adobe Creative Suite and presentation software is highly desirable.
• Skilled at producing professional, polished written and visual materials.
• Works effectively with leaders, staff, and cadets to foster a supportive, mission-driven environment.
• Strong interpersonal, communication, and organizational skills.
• Ability to manage multiple projects with competing deadlines.
• Discretion in handling confidential information.
• Commitment to the mission and values of the organization.
• Bilingual, Spanish preferred.