Catholic Executive Administrative Assistant to Pastor and Parochial Vicars

Paxordo•Chippewa Falls, WI

20h•Onsite

About The Position

The Executive Administrative Assistant provides essential organized and confidential support to the Pastor and Parochial Vicars, enabling them to focus on prayer, sacraments, and pastoral care for the five parishes. This role involves being a primary point of contact for the clergy, managing calendars, preparing for meetings, maintaining sacramental records, and ensuring timely communication. The ideal candidate will be organized, dependable, discreet, and possess a warm and respectful demeanor towards all parishioners. This position is a ministry within the parish, requiring a commitment to the teachings and mission of the Catholic Church, support for pastoral work, and a welcoming presence.

Requirements

Practicing Catholic in good standing with the Church
High school diploma required
Three or more years of administrative, executive assistant, office management, or related experience preferred
Strong organization and time management, with careful attention to detail
Clear, professional writing and speaking skills
Discretion with confidential and sensitive information
Comfort with Microsoft Office, Google Calendar, email, databases, and standard office equipment
Willingness to learn parish management and church administrative software
A courteous, compassionate manner with clergy, staff, volunteers, and parishioners
Ability to work independently, juggle priorities, and adjust when schedules change
Successful completion of all diocesan background checks and Protect and Heal training

Nice To Haves

An associate or bachelor's degree in business administration, communications, office administration, or a related field is preferred

Responsibilities

Manage the Pastor's calendar, appointments, meetings, and correspondence.
Protect blocks of uninterrupted time for the Pastor's prayer, homily preparation, pastoral visits, and pastoral support of his direct reports.
Prepare the Pastor for meetings by creating agendas, gathering background material, and documenting follow-up notes.
Draft and proofread routine correspondence for the Pastor's review and signature.
Track deadlines and follow up on assigned tasks to ensure the Pastor's responsibilities are completed on time.
Coordinate with the Director of Administration and Communications and the Parish Office Receptionist to prevent conflicts between the Pastor's calendar and the shared parish calendar.
Handle deanery administration when the Pastor serves as Dean, including scheduling deanery clergy meetings and managing related correspondence.
Support other assigned needs of the Pastor in his roles as Pastor and Dean.
Provide day-to-day administrative support to the Pastor and Parochial Vicars.
Manage the Parochial Vicars' appointments related to their pastoral responsibilities, including Baptisms, weddings, funerals, and homebound visits.
Screen and prioritize phone calls and requests, routing Anointing of the Sick calls to a priest without delay.
Maintain confidential files, records, and correspondence in organized electronic and paper filing systems.
Keep sacramental registers current and enter sacraments into each parishioner's ParishSoft record.
Schedule homebound visits for priests and lay ministers, and ensure all homebound ministers complete Protect and Heal training.