Executive Administrative Assistant

The Executive Administrative Assistant provides comprehensive administrative, operational, and project support to the Moderator of the Curia and the Vicar General. This role ensures effective administrative coordination across diocesan offices and supports diocesan initiatives, communication, and event planning.

DUTIES AND RESPONSIBILITIES- SUPPORT FOR THE MODERATOR OF THE CURIA

Administration and Management

•Manage the Moderator’s daily schedule, appointments, and calendar.
•Coordinate meetings with diocesan directors, clergy and staff.
•Prepare meeting materials, agendas, briefing documents, and follow-up notes.
•Maintain organized office files, records, documentation.
•Coordinate and maintain office inventory for curia offices when necessary.
•Maintain confidentiality in all personnel, financial, and administrative matters.

Communication and Correspondence
•Serve as a primary point of contact between the Moderator and diocesan offices.
•Draft and prepare official correspondence, letters, memos, and internal communications on behalf of the Moderator.
•Coordinate responses to internal and external inquiries.
•Maintain communication records and track follow-up actions when needed.

Administrative Coordination

• Prepare agendas and documentation for meetings with diocesan office directors.
• Coordinate meetings related to employee performance evaluations of curia offices.
• Prepare the Diocese of Brownsville Organizational Chart and update it as needed.
• Manage and process credit card approval forms requiring Moderator’s signature.

Project and Initiative Support

• Assist the Moderator in the planning, organization, and implementation of diocesan initiatives, events, and formation programs, including:

o New Assignment Orientation for Priests
o Training on Budget Preparation for clergy and diocesan offices
o Villanova Certificate in Church Management for Priests

Responsibilities may include:
▪ Coordinating schedules and logistics
▪ Preparing materials and communications
▪ Assisting with registration and participation tracking
▪ Providing administrative support during the program

SUPPORT FOR THE VICAR GENERAL

Support for Bishop Flores During his Presence at the San Juan Office

• Provide administrative and hospitality support for Bishop Flores when he is working from his office in San Juan.
• Welcome and greet visitors and scheduled appointments arriving to meet with Bishop Flores.
• Ensure Bishop’s Office and meeting spaces are clean, organized, and prepared for his appointments.
• Maintain an adequate supply of water, coffee, and other refreshments needed in his office.
• Arrange and provide lunch for Bishop Flores during his working days in the San Juan office.

Administration and Management

• Manage the Vicar General’s calendar, appointments, and scheduling of meetings with clergy, deans, and other individuals as needed or as requested by the Bishop.
• Prepare agendas, materials, and supporting documentation, for meetings, and consultations.
• Maintain confidential files and records related to clergy, diocesan administration, and pastoral matters.

Clergy Administrative Support

Assist the Vicar General in matters related to clergy administration throughout the Diocese, including:

• Coordination of communications with priests and deans.
• Distribution and tracking of clergy administrative documents such as:

o Priest vacation schedules
o Medical examination forms
o Clergy documentation related to ministry (PGC)
o Assist with documentation and coordination related to priest assignments and transitions (CDOB Email accounts)
o Support communication with priests serving from other dioceses during the screening and onboarding process.

Communication and Correspondence

• Draft official correspondence, memoranda, and communications on behalf of the Vicar General.
• Coordinate responses to inquiries from clergy, diocesan staff, and external organizations.
• Ensure timely circulation of important communications to priests, deans, and diocesan offices.
• Prepare and send Birthday cards for priests.
• Maintain and update Priests Confidential Directory
• Maintain and update priests Birthday and Anniversary Lists.

Clergy Formation and Diocesan Events

Assist in planning and coordinating key diocesan events related to clergy life and ministry, including:

• Chrism Mass, Priests’ Retreats, Priests’ Assemblies, Clergy New Assignment Orientation, Grant Accountability Training, Priests’ Posada
• Responsibilities include:

o Coordinating overall event logistics, schedules, and preparation timelines.
o Contacting and coordinating with presenters, facilitators, and guest speakers.
o Arranging travel and lodging for presenters or invited speakers.
o Coordinating transportation for presenters and guests to and from the airport.
o Preparing check requests for stipends, honoraria, and presenter reimbursements.
o Coordinating catering services for events, including communication with vendors, menu selection, scheduling meal service, and ensuring appropriate hospitality for clergy and presenters.
o Preparing and coordinating the setting up of conference rooms, presentation spaces, and meeting areas for speakers and participants.
o Preparing and distributing event materials, schedules, and informational packets for clergy participants.
o Assisting with registration and attendance tracking for clergy events.
o Assisting with on-site coordination during events to ensure smooth operation and hospitality for all participants.

Confidential and Sensitive Matters

• Handle confidential diocesan information with the highest level of discretion.
• Maintain strict confidentiality regarding clergy matters, personal issues, and diocesan governance processes.

Project and Initiative Support

• Assist the Vicar General with special diocesan projects and initiatives as directed by the bishop.
• Provide administrative support for emerging pastoral or administrative needs within the Diocese.

QUALIFICATION REQUIREMENTS

• Fully initiated, Catholic who fully adheres to the teachings of the Catholic Church.
• Employment is contingent upon applicants satisfactorily passing criminal background and reference checks.
• Completion of Safe Environment Training-Protecting God’s Children is required upon hire.
• Must have a clean driving record, current valid Texas Driver’s License, reliable transportation, and valid vehicle insurance.

KNOWLEDGE, SKILLS, AND ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required.

• Strong verbal and written communication skills.
• Strong interpersonal skills to interact positively with all employees.
• Professionalism, strong organizational skills.
• Highly detail-oriented, organized, and self-motivated.
• Ability to work with minimal supervision.
• Strong analytical skills for critical thinking and problem solving.
• Ability to establish and maintain effective working relationships.
• Ability to multitask, ability to manage multiple priorities.
• Ability to work under pressure in a fast-paced environment.
• Excellent phone etiquette skills.
• Time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook, Teams, Zoom, Adobe Acrobat.
• Ability to operate business office equipment, i.e. computer, copier, scanner etc.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required; higher education preferred.
• Three (3) to five (5) years administrative support experience.

SALARY

Commensurate with experience.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job.

While performing the duties of this job, employees must be able to talk, hear, and see. They must have the ability to observe details at close range and be able to communicate and exchange accurate information so others will understand. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. The employee is regularly required to stand, sit, walk, use hands/fingers to handle or feel. Employees must be able to remain in a stationary position 50% of the time. Occasionally they will need to move around in the office and position themselves to access or maintain files in filing cabinets, or to operate office machinery, etc. They will constantly be operating a computer, calculators, copiers, printers, or scanners, etc. Employees must be able to climb. Occasionally they may climb stairs, step ladders, ascend/descend a step ladder. Employees must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Employees must be able to carry, lift and/or move up to ten pounds and occasionally carry, lift, and/or move up to twenty-five pounds.

WORKING CONDITIONS

The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This position is full-time, averaging 40 hours per week. The Executive Administrative Assistant primarily works in an office environment, using computers and other standard office equipment. The noise level is usually moderate. The work environment can be dynamic with frequent interruptions. Employees may undergo stressful situations due to the nature of their work, including managing employee concerns and handling confidential information. When needed the employee will be required to travel to the Chancery in Brownsville for meetings, training, workshops, etc. The Diocese fleet vehicles are available for employees. If no fleet vehicle is available for use on a given day, the use of personal vehicles with mileage reimbursement is available for diocesan business use.

Working hours: Monday through Friday; 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m.

Rest breaks (15 minutes): 10:00 a.m. and 3:00 p.m.

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan

Application Question(s):

• This position serves the Office of the Moderator of the Curia and Vicar General and requires fidelity to Church teachings. Are you willing and able to uphold, support, and conduct yourself in accordance with the teachings, ethics, and moral standards of the Catholic Church in both professional duties and public representation of the Diocese?
• Do you have at least three (3) years of administrative experience supporting senior leadership (e.g., bishop, vicar general, moderator of the curia, clergy, or executive-level leadership)?
• Have you previously worked in a Catholic diocese, parish, chancery, or faith‑based organization in an administrative or executive support capacity?
• Are you professionally fluent in Spanish and English (reading, writing, and speaking)?
• Have you handled highly confidential information related to clergy, personnel, financial, or diocesan governance matters with discretion and professionalism?
• Are you comfortable working directly with bishops, priests, deacons, and diocesan leadership in a hierarchical environment that requires professionalism, diplomacy, and respect for ecclesial protocol?
• Have you managed complex calendars, meetings, and scheduling for one or more senior leaders, including preparation of agendas, materials, and follow‑up documentation?
• Are you able to draft, edit, and format formal correspondence, memoranda, and communications on behalf of diocesan leadership with minimal supervision?
• Do you have experience coordinating logistical and administrative support for events such as trainings, retreats, assemblies, or large meetings (e.g., scheduling, materials, vendors, hospitality)?
• Are you proficient in Microsoft Word, Excel, PowerPoint, Outlook, Teams, Zoom, and Adobe Acrobat, and able to learn diocesan systems as needed?
• Are you able to work full‑time on site and accommodate occasional evening hours, diocesan events, or schedule changes required to support the Moderator of the Curia and Vicar General?
• Are you willing and able to successfully complete a criminal background check, Safe Environment (Protecting God’s Children) training, and meet diocesan transportation requirements (valid driver’s license and insurance)?
• I acknowledge that this position requires absolute confidentiality, professionalism, and fidelity in supporting diocesan leadership, clergy administration, and diocesan governance. Please indicate yes or no if you acknowledge and agree.

Work Location: In person