Executive Assistant to the Benedict XVI Institute

Benedict XVI Institute - SAN FRANCISCO

Executive Assistant to the Benedict XVI Institute
Job Description

Position: Executive Assistant
FLSA Status: Part time, Non-exempt, Hourly
Reports To: Director of Benedict XVI Institute

• Review all invoices; check for accuracy; address invoice discrepancies and issues; obtain Form W-9 from all new vendors and maintain current W-9s with past vendors. Verifies authorization for expenditures in program and operating accounts.
• Through QuickBooks, prepare checks for authorized signer(s)’ review and signature. Timely mail checks and notify payee.
• Post payments by recording in QuickBooks all cash, checks, ACH and online donation transactions. Make copies of all checks, complete deposit slips and make regular bank deposits.
• Process billing/invoicing, including communicating with parishes and institutions regarding payment related to the use of the Schola Choir and other Benedict XVI Institute resources and events.
• Perform month-end reconciliation procedures. Submit to the bookkeeper monthly reports from payment processors and donor platforms, including Stripe, Stewardship Technology, Eventbrite, etc.
• In coordination with the bookkeeper, reconciles bank statements on a regular basis and maintains up-to-date and accurate account payable and receivable ledgers. Assist in preparation of financial reports for quarterly board meetings.
• Assist in preparing fiscal year budget for approval by the board. Translate fiscal year budget from Word to Excel format, organized by chart of accounts, and submit to bookkeeper.
• Reviews statement(s) of WellsOne Commercial Card after every billing cycle closes. Reclassifies expenses with correct G/L account codes, provides a business description and completes the review function. Print, scan and file reconciliation with detailed receipts and with any prior approval.
• Provide annual 1099s to contractors.

• Manage the timely acknowledgement of gifts and assure that all types of donations (cash, pledges, matching gifts, and planned gifts) are properly documented. Process donation receipts and other correspondence.
• Support fundraising activities and events, which can take place on the weekends and/or evenings.

• Handle comprehensive new employee orientation/on-boarding, as well as exit procedures and processes. Process all employment forms with the Archdiocese (new hire/termination/change paperwork).
• Through ADP, ensures that all timekeeping is properly approved and submitted on a bi-weekly basis.
• Works with Archdiocesan Payroll Department to insure timely input for payroll changes (e.g. pay rates, job titles, direct deposit, address changes, retroactive pay, etc.).
• Coordinate insurance and workers’ compensation programs with the Archdiocese.
• Maintaining and monitoring filing system for personnel files, including employment applications, Safe Environment/VIRTUS training, background clearances for employees, volunteers and vendors.
• Keep track of event finances, including check requests, invoicing and reporting.

• Maintain filing systems – both hard copy and electronic.
• Prepare administrative correspondence.
• Administers and maintains the organization's e-mail system through Google Workspace Team.
• Opening and routing incoming mail and preparing outgoing mail.
• File Statement of Information (Form SI-100) with California Secretary of State.
• Other related tasks as assigned.

Strong proficiency in Microsoft Office, Adobe Acrobat, QuickBooks, ADP, Zoom.

To Apply: Please submit application, resume and cover to:

Ms. Maggie Gallagher
Executive Director for Benedict XVI


Ms. Maggie Gallagher
c/o Archdiocese of San Francisco / Benedict XVI
1 Peter Yorke Way
San Francisco, CA 94109

Pursuant to the San Francisco Fair Chance Ordinance, all employees of the Archdiocese of San Francisco shall be employed without regard to race, color, sex, ethnic or national origin and will consider for employment, qualified applicants with criminal histories.