Job Description for Office Manager at the Holy See Mission

Job Summary

The Permanent Observer Mission of the Holy See to the United Nations in New York is seeking, for a full-time staff position, a dedicated, fast-learning, energetic, friendly and multi-tasking Catholic professional to serve long-term in the position of Office Manager. The Office Manager will undertake the following tasks, under the overall direction of the Permanent Observer of the Holy See:

Essential Duties

Provide general administrative support to the executive office of the Mission
Organize and schedule meetings and appointments
Monitor the Mission’s main email account
Receive and make phone calls on behalf of the Mission.
Assist with hospitality to visiting Ambassadors and other visitors
Coordinate office operations and procedures
Monitor and maintain office supplies inventory
Assist with the Mission’s official and electronic correspondence
Help maintain the calendar of the Permanent Observer and the Mission.
Liaise with various United Nations offices and the U.S. Mission.
Assist with the Mission’s protocol book and filing of documents.
Prepare payroll and other checks to be signed in a timely fashion.
Manage the bookkeeping of the Mission on Quickbooks.

Education and Experience

A Bachelor’s Degree or greater is required.
Proven office management, administrative or assistant experience, with knowledge of standard clerical practices, is preferred.
Experience working or volunteering in various institutions of, or inspired by, the Catholic Church is a plus.
Written and spoken fluency in English, including mastery of English grammar and spelling, is required. Working knowledge of Italian or other romance languages is a plus.

Key Competencies Needed

Know and practice the Catholic faith and have familiarity with basic Catholic terminology.
Can build and maintain good working relationships with members of the staff, interns, experts, UN officials, Catholic Church officials and others.
Be highly computer literate, competent to use or learn platforms and programs such as the Mail, Microsoft Suites, Adobe, Salesforce, Quickbooks, Mail Chimp, Safari, Google, etc.
Have strong organizational and time management skills.
Be able to keep good records.
Write and speak clearly.
Have hands on experience with typical office machines (printers, fax machines, etc.)
Be able to maintain strict confidentiality.
Be able to thrive in a Catholic workplace environment.

Availability

The typical workweek at the Mission and the Foundation is Monday to Friday, 9 a.m. to 6 p.m, with an hour for lunch, which is provided free-of-charge on the premises.

Salary and Benefits

Starting salary of $32,500. Consistent with the hiring practices of the Holy See, the person begins with a twelve-month probationary period. A studio apartment at the John Paul II House on E. 38th Street and health insurance, including vision and dental, can also be provided. Should the housing and/or the insurance not be needed, then the salary would be adjusted accordingly.
Lunch is provided on workdays.
30 working days of vacation at a time coordinated with the Head of Mission.

Application

Those interested in applying must send a Cover Letter (no more than two pages) and resumé by May 7, 2021 at noon (NY time) to job@holyseemission.org.
The application process is foreseen to be brisk, with reviews of applications completed by May 14, 2021 and first round interviews taking place the week of May 17, either in person for those in the New York area or via Zoom.
In the submissions, in addition to describing one’s background and reasons for the interest in the position, candidates are also asked to include basics as to citizenship, date of birth, marital status, competency in languages, when one would be able to start, the parish one attends, as well as the full contact information (including a working email address) for employment references as well as to one or more priests who can testify to the candidate’s practice of the faith.