Administrative Assistant 2 - Executive Assistant

POSITION PURPOSE

The Executive Assistant provides high-level, confidential administrative, clerical, and project management support to the Pastor and senior leadership of Parish Family 45. This position serves as a key liaison among clergy (Pastor, Parochial Vicars and Deacons), parishioners, and staff ensuring effective coordination of communications, processes, and pastoral initiatives across the three parishes.

The person in this role demonstrates Catholic, moral, compassionate, and professional behavior in all aspects of daily operations. The Executive Assistant maintains complete confidentiality, exhibits sound judgment and discretion, and exemplifies the mission and values of the Catholic Church through professionalism, hospitality, and integrity.

This position requires a self-motivated individual with superior organization, prioritization, and communication skills, someone who thrives in a faith-based, collaborative, and dynamic environment. The Executive Assistant must work closely with clergy, ministry leaders, and consultative bodies, and will often coordinate sensitive information requiring a high degree of loyalty and trust.

This is a full-time (40 hours/week), non-exempt position based at the Parish Family 45 central office, with occasional evening and weekend responsibilities.

ESSENTIAL POSITION DUTIES

1. Executive & Administrative Leadership

Provides comprehensive administrative and organizational support to the Pastor and parish leadership.
Key Tasks:

• Serve as confidential executive assistant to the Pastor.
• Manage the Pastor’s personal calendar (if he desires), travel, correspondence, and appointments across all parish sites.
• Coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Compose, edit, and format correspondence, reports, and presentations with professionalism and accuracy.
• Handle sensitive and confidential matters requiring discretion and pastoral sensitivity.
  Serve as Pastor’s liaison to staff, and parishioners.
  Provide reciprocal administrative support for other team members when needed.
• Supervise and coordinate front office staff at their primary parish location, including scheduling, task delegation, and performance support, to ensure smooth office operations.

2. Consultative Body Support

Supports the Pastor in coordinating parish family governance and consultative structures.
Key Tasks:

• Provide administrative support to the Pastor for Parish Family Advisory Council (PFAC), Finance Council, Deanery and other consultative bodies.
• Prepare and distribute agendas, minutes, and reports for meetings.
• Maintain archives of official records, policies, and meeting documentation.
• Manage communication between the Pastor’s office and consultative committees.
• Ensure accurate and timely posting and filing of meeting materials.

3. Pastoral, Liturgical & Ministry Coordination

Assists in planning and supporting the liturgical and pastoral life of the parish family.
Key Tasks:

• Maintain presider and preaching schedules across all three parishes.
• Secure and pay substitute priests as needed and communicate schedule updates.
• Serve as liaison between the Pastor and PA for Liturgy.
• Assist with the coordination of special liturgies, events, and pastoral gatherings.

4. Project Management & Event Coordination

Coordinates projects and events that support the mission and leadership of the parish family.
Key Tasks:

• Manage special projects at the direction of the Pastor or senior leadership.
• Plan logistics for meetings, retreats, and events hosted by the Pastor’s office.
• Coordinate hospitality, materials, and communications for parish-wide functions.
• Ensure deadlines are met, and deliverables are completed for collaborative initiatives.

5. Communication & Public Relations

Serves as a key communication link between the Pastor, parishioners, and the broader community.
Key Tasks:

• Greet and assist visitors and callers with warmth and professionalism.
• Respond to inquiries with accuracy, discretion, and pastoral care.
• Draft correspondence, announcements, and email communications for the Pastor.
• Collaborate with the Communications Lead for consistent parish family messaging.
• Maintain professionalism in all written and verbal communication on behalf of the Pastor.

6. Information Management & Reporting

Ensures accurate, organized, and confidential handling of information and records.
Key Tasks:

• Maintain organized digital and paper filing systems for all confidential materials.
• Compile and format reports for parish and Archdiocesan use, including the Annual Report.
• Track administrative deadlines and ensure compliance with Archdiocesan reporting.
• Support recordkeeping for official correspondence, agreements, and personnel-related documents.

ADDITIONAL FUNCTIONS & EXPECTATIONS

Professional & Spiritual Conduct

• Live in accordance with the teachings and moral values of the Catholic Church.
• Ability to operate from specific as well as general directions and instructions perming with minimal supervision.
• Support and promote the mission, vision, and goals of Parish Family 45 and the Archdiocese.
• Demonstrate loyalty, discretion, and a spirit of service to the Pastor and parish community.
• Maintain a positive, collaborative working relationship with all clergy, staff, and volunteers.
• Participate in professional development, retreats, and continuing education as required.

Administrative & Operational Support

• Maintain office organization, supplies, mail systems, and vendor communications.
• Assist with budget tracking and expense management as needed
• Ensure efficient office operations and timely response to parish inquiries.

Evenings/Weekends

• Occasional evening and weekend hours required for liturgies, events, and special meetings.
• Flexibility required to meet pastoral and administrative needs.

Other Duties

• Perform all other duties as assigned by the Pastor or his delegate.

TIME EXPECTATIONS & LIMITATIONS

This role is structured for 40 hours per week. Actual hours may vary seasonally.

QUALIFICATIONS

• Practicing Roman Catholic in good standing, demonstrating integrity and alignment with Church teaching.
• Minimum of five (5) years of executive or senior administrative experience, preferably in a Catholic parish, educational, or nonprofit setting.
• Strong organizational, analytical, and project management skills.
• Excellent written, oral, and interpersonal communication abilities.
• High proficiency with Microsoft Office 365, and digital record systems. Familiarity with ParishStaq a plus.
• Proven ability to manage confidential information with discretion and professionalism.
• Skilled at multitasking, prioritization, and meeting deadlines in a fast-paced environment.
• Ability to work collaboratively with clergy, staff, and volunteers across multiple sites.
• Bi-literate (English/Spanish) highly preferred.
• Must successfully complete Archdiocesan Safe Environment training and background checks.

PHYSICAL REQUIREMENTS

• Ability to perform high-stress multitasking and meet deadlines.
• Ability to sit or stand for extended periods and use a computer keyboard frequently.
• Ability to lift up to 10+ pounds occasionally.

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.