Catholic Administrative Assistant to the Pastor and Parochial Vicars

McDonell Area Catholic Schools•Chippewa Falls, WI

6d•Onsite

About The Position

The Executive Administrative Assistant gives our Pastor and Parochial Vicars the organized, confidential support they need. That frees them to spend their time where it matters most: prayer, the sacraments, and caring for the people of our five parishes. You'll be a key point of contact for the clergy. That means managing calendars, preparing Father for meetings, keeping sacramental records, and making sure calls and requests reach the right priest at the right time. The right person is organized, dependable, and discreet, and treats every parishioner with warmth and respect.

Requirements

Practicing Catholic in good standing with the Church
High school diploma required
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
Three or more years of administrative, executive assistant, office management, or related experience preferred

Responsibilities

Manage the Pastor's calendar, appointments, meetings, and correspondence
Protect blocks of uninterrupted time for prayer, homily preparation, pastoral visits, and pastoral support of his direct reports
Prepare Father for meetings with agendas, background material, and follow-up notes so he walks in ready
Draft and proofread routine correspondence for Father's review and signature
Track deadlines and follow up on assigned tasks so the Pastor's responsibilities are completed on time
Coordinate with the Director of Administration and Communications and the Parish Office Receptionist so Father's calendar and the shared parish calendar never conflict
Handle deanery administration when the Pastor serves as Dean, including scheduling deanery clergy meetings and managing related correspondence
Support other needs of the Pastor in his roles as Pastor and Dean, as assigned
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, and route Anointing of the Sick calls to a priest without delay
Maintain confidential files, records, and correspondence in organized electronic and paper filing systems
Keep the sacramental registers current and enter sacraments into each parishioner's ParishSoft record
Schedule homebound visits for priests and lay ministers, and make sure every homebound minister completes Protect and Heal training