Executive Assistant, Diocesan Services

Catholic Leadership Institute • East Whiteland Township, PA

3d

About The Position

The Executive Assistant, Diocesan Services supports the Director of Service Strategy and the broader Diocesan Services team through high-level administrative support, scheduling coordination, communication management, meeting preparation, travel coordination, and operational assistance. This role helps maximize the effectiveness of the Diocesan Services division by ensuring administrative excellence, strong organization, and timely follow-through on day-to-day responsibilities. The Executive Assistant serves as a primary administrative support resource for the Diocesan Services team by coordinating calendars, preparing materials, organizing meetings and logistics, managing communication flow, maintaining records and systems, and supporting client interactions with professionalism and hospitality. This role requires a highly organized, detail-oriented individual who is proactive, dependable, service-minded, and capable of managing multiple administrative priorities in a fast-paced ministry environment.

Requirements

• Bachelor's degree preferred
• Three-to-five years of executive assistant, project coordination, operations, or administrative support experience
• Experience supporting senior leaders, executives, or ministry leadership preferred
• Non-profit, diocesan, parish, or ministry experience strongly preferred
• Experience coordinating meetings, travel, events, and cross-functional projects
• Experience using CRM and project management platforms preferred
• Practicing Catholic with a deep love for the Catholic Church
• Strong understanding of Catholic culture, diocesan structures, parish life, evangelization, and ministry leadership
• Excellent organizational skills and attention to detail
• Outstanding verbal, written, and interpersonal communication skills
• Strong judgment and ability to manage sensitive and confidential information
• Ability to work effectively with bishops, diocesan leaders, pastors, donors, clients, and colleagues
• Highly proactive and capable of anticipating needs and solving problems independently
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong administrative coordination, organization, and follow-through capabilities
• High emotional intelligence and relational maturity
• Advanced proficiency with Microsoft Office Suite, especially Outlook, Word, PowerPoint, and Teams
• Familiarity with CRM platforms, scheduling tools, and virtual meeting technology
• Ability to travel occasionally and support on-site meetings and events as needed

Responsibilities

• Manage and support the workflow, priorities, scheduling, travel, and administrative needs of the Director of Service Strategy and assigned team members to maximize effectiveness, create organizational capacity, and ensure strategic priorities are executed efficiently
• Draft, coordinate, and manage executive communications, presentations, meeting materials, reports, agendas, minutes, and project updates to support alignment, collaboration, and effective communication across diocesan and organizational initiatives
• Provide administrative coordination and operational support for Diocesan Services initiatives by organizing materials, maintaining project timelines and records, scheduling meetings, tracking action items, and ensuring timely follow-up on assignments and deliverables
• Maintain accurate records, reports, CRM updates, expense documentation, contracts, invoices, and other administrative systems to support operational effectiveness and organizational accountability
• Coordinate logistics, hospitality, scheduling, travel, and materials for diocesan meetings, retreats, trainings, leadership gatherings, and internal events to ensure a professional, organized, and mission-centered experience for participants and partners

What This Job Offers

• Job Type: Full-time
• Career Level: Executive