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Primary Function:
The Executive Assistant for Parish Life provides diverse, advanced, and confidential administrative support to the Vicar for Evangelization and Assistant Secretary for Parish Life, and ensures the effective and efficient running of the Secretariat for Parish Life & Special Ministries. The ideal candidate will have familiarity with the mission, ministries and culture of the Diocese, and excellent communication, organizational and interpersonal skills. This position requires that the person assume responsibility without direct supervision, exercise initiative and good judgement, have the ability to handle multiple projects and prioritize special assignments.
RESPONSIBILITIES:
- Provides excellent administrative support to the Vicar for Evangelization and the Assistant Secretary for Parish Life.
- Manages other administrative support staff of the Secretariat to plan, prioritize, and organize the diversified office support needs.
- Provides administrative support as requested / required to the director of Ecumenical and Interfaith Affairs.
- Ensures that various administrative duties are done in an effective and efficient manner, including: handling phone calls, preparing correspondence, maintaining proper file retention, maintaining calendars, purchasing supplies, etc.
- Assists with planning and coordination of meetings, special events and projects.
- Manages budget and expense accounts, tracks revenues, and assists in preparing annual budget.
- Acts as guide and information source on diocesan procedures, processes and practices.
- Coordinates submissions to the Diocesan Memorandum on behalf of the Secretariat and creates monthly Parish Life email newsletter.
- Updates the Diocesan Directory as needed and assists with statistics on personnel and activities of the Secretariat.
- Performs additional responsibilities as needed or directed.
QUALIFICATIONS:
- Demonstrated knowledge of the Catholic Church, its teachings and traditions. Strong commitment to the teachings, traditions, and missionary impulse of the Catholic Church.
- Bachelor’s degree or the equivalent and at least 5-7 years prior administrative experience in a Catholic institution preferred.
- Experienced in current business and office management practices and multifaceted administration methods.
- Proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook and Adobe products.
- Demonstrated ability to work with highly confidential and sensitive information, and to handle calls and contacts of sensitive nature specific to the Secretariat.
- Demonstrated experience and skills in successful event management from small meetings to large-scale events.
- Excellent written and verbal communication skills.
- Strong collaboration and organizational skills and attention to detail.
- Enthusiasm for taking on assignments for a variety of departments as needed.