Administrative Assistant for Parish (NE)

Archdiocese of Baltimore • Annapolis, MD

18h • Onsite

About The Position

St. Mary’s Parish, located in Annapolis, MD is a vibrant Catholic congregation serving over 5,000 families. This role provides high-level confidential administrative, clerical and project management support to the Pastor. This role serves as a professional and welcoming presence, acting as the primary liaison between the Pastor, parish staff and the wider community. The ideal candidate is a self-starter who anticipates needs, solves problems creatively and embodies the mission and values of the Catholic Church.

Requirements

• High school diploma or equivalent
• Minimum of three years of administrative experience required
• Advanced level of proficiency in use of Microsoft Office Suite or related software.
• Ability to learn parish-specific software.
• Demonstrated ability to handle highly sensitive and confidential information with tact, diplomacy, and absolute discretion.
• Strong attention to detail and the ability to prioritize tasks and meet deadlines.
• Excellent written and oral communication skills.

Nice To Haves

• Bachelor’s degree in Business, Communications or related field preferred.
• Experience preferably supporting high-level executive or within a religious/non-profit environment.

Responsibilities

• Proactively manage the Pastor’s calendar via Google Calendar, prioritizing appointments, liturgical assignments, and parish obligations to optimize his daily workflow.
• Serve as the primary point of contact for the Pastor, managing correspondence, drafting letters, and responding to inquiries as directed.
• Lead the end-to-end planning and execution of pastoral special events, including seasonal prayer services, staff appreciation awards, luncheons and Holiday events.
• First point of contact for wedding couples. Responsible for assigning priests to weddings, booking weddings for visiting priests and providing information.
• Oversee the creation and distribution of the weekly Mass and sacramental schedules for all clergy, and updating the schedules on the website weekly.
• Coordinate space requirements and facility bookings using eSpace software.
• Edit the Pastor’s weekly newsletter, bulletin and Flock Notes for the Director of Parish Communications and provide backup support when needed to produce the bulletin to ensure continuity of parish communications.
• Prepare and print weekly and Holy Day Mass packets for the Coordinator of Liturgy.
• Lead the collection, verification and collation of parish data for the yearly consolidated parish report; ensure accurate and timely submission to the Archdiocese of Baltimore (AOB). Complete annual report to the Redemptorists, and submit annual Mass count to the AOB.
• Provide administrative support to the Parish Corporators including the accurate recording and distribution of formal meeting minutes to the AOB.
• Coordinate ministry fundraisers to be held during masses.
• Manage rectory guest room reservations for visitors.
• Analyze existing office workflows to recommend and implement procedural enhancements that increase administrative efficiency.
• Maintain a secure and organized filing system.
• Prepare new parishioner report to submit to the Pastoral Council Welcoming Committee each month and submit offertory envelope order each month.
• Supervise the Parish Office Manager and Church Staff Assistant providing backup support and managing the tracking of leave time and attendance.
• Performs other duties as assigned/requested.

Benefits

• health, dental, and vision coverage
• employer-paid life and disability insurance
• automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes)
• generous paid holiday, sick and vacation leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED