Executive Assistant, Part Time at Mary Help of Christians Center in Tampa

(08/19/2025)
Mary Help of Christians Center
Tampa

Job Title: Executive Assistant (Part-Time) Organization: Mary Help of Christians Center Location: Tampa, FL Salary: $34,000 – $40,000 annually (Part-Time, 30 hours/week) Reports to: Executive Director

About Us

Mary Help of Christians is a Catholic non-profit owned by the Salesians of Don Bosco. We are dedicated to evangelizing and educating young people and those who lead them. We are seeking a detail-oriented and mission-driven Executive Assistant to support our leadership team in advancing our work and values.

Position Summary

The Executive Assistant will play a critical role in ensuring the smooth operation of our organization by providing high-level administrative support to the Executive Director. This role involves managing communications, maintaining schedules, supporting donor relations, and organizing administrative systems in a manner consistent with our Catholic identity and values.

Key Responsibilities

· Communication & Reception

o Answer and direct incoming phone calls with professionalism and warmth.
o Manage email and mail correspondence on behalf of the Executive Director.
o Serve as a primary point of contact for internal and external inquiries.

· Calendar & Scheduling

o Maintain and update the Executive Director’s calendar and Mass schedule calendar.
o Schedule meetings, appointments, and events, ensuring efficient time management.
o Coordinate logistics for meetings, including agendas and follow-ups.
o Create schedules for the Salesians of Don Bosco; community meetings, days of recollection, spiritual reflection, Director’s conference, Provincial’s visit etc.

· Administrative Support

o Record minutes for staff meetings and distribute to staff with Director’s review and approval.
o Organize and maintain paper and electronic filing systems.
o Prepare documents, reports, and other materials as needed.
o Maintain confidentiality and handle sensitive information with discretion.
o Record attendance at all Formations, plus the annual retreat and Salesian Safe Environment.
o Record Mass attendance from all priests and enter them into the community binder.
· Donor & Financial Support
o Track donations and maintain donor records in the database.
o Process and send donor receipts and acknowledgments promptly.
o Support fundraising efforts through administrative assistance as needed.

· Planning & Organization

o Manage and update the organizational planner.
o Help coordinate project timelines and deliverables.
o Assist with event planning and execution when necessary.

Qualifications

· Proven experience in an administrative or executive support role.
· Excellent communication and organizational skills.
· Proficiency in Microsoft Office (Word, Excel, Outlook) and digital filing systems.
· Ability to manage multiple tasks and prioritize effectively.
· Familiarity with or a willingness to learn donor management systems.
· Commitment to the mission and values of the Salesians of Don Bosco and comfort working in a faith-based environment.
· High level of discretion, integrity, and professionalism.

Working Conditions

· This is a part-time, salaried position (30 hours per week).
· Some flexibility in scheduling may be required for meetings or events.
· Office-based position with the potential for limited remote work, if appropriate.

Compensation

· Annual salary range: $34,000 – $40,000, commensurate with experience.

To Apply: Please send a resume and cover letter detailing your interest in the position to swatkins@mhctampa.org