Executive Assistant to Pastor and Staff

Saint William Catholic Church•Round Rock, TX

About The Position

Job Summary: The Executive Administrative Assistant is responsible for assisting the Pastor directly as well as the Parish Staff. Ministerial Character As beloved sons and daughters of God, we, the parish of Saint William, are called to proclaim, by word and deed, the Gospel of Jesus Christ, crucified and risen. By the guidance of the Holy Spirit and the grace of the Sacraments, we endeavor to lead all souls to heaven by fostering spiritual healing and equipping all people for the work of ministry. We are a vibrant, growing parish seeking a full-time Administrative Assistant who is a strong servant leader with the ability to work creatively in a fast-paced environment. The Administrative Assistant will use this position to strengthen and uphold the Pastor’s vision and become an effective member of the Saint William staff.

Requirements

Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.
Ability to operate various word-processing software, spreadsheets, and database programs.
Ability to proficiently communicate in English and Spanish (conversing).
Ability to organize, prioritize, and utilize effective time management techniques.
Ability to maintain confidentiality at all times.
Ability to carry out multiple tasks and meet deadlines.
Ability to follow instructions furnished in verbal or written format.
Ability to move heavy material.
Skilled in Microsoft Office and cloud-based applications.
High School Diploma or GED acceptable to the Texas Education Agency.
Two (2) years of full-time wage-earning related work experience is required
English & Spanish
Must be a practicing Roman Catholic in good standing.
Valid Texas Driver’s license
Must be certified in the Diocese of Austin EIM within 60 days of employment and maintain certification throughout the employment period.

Responsibilities

Support and uphold the philosophy of Catholic ministry and the mission of Saint William Catholic Church in both your professional and personal life.
Act as a witness to Gospel values by modeling the teachings of the Catholic Church.
Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.
Manage daily administrative activities in support of the pastor, including coordination and calendaring of events; filing, reviewing, and processing mail; screening and responding to calls and messages; drafting and preparing correspondence.
Ensure that all sacramental records for the parish are accurate and up-to-date.
Support the day-to-day operations of the pastor and parish front office.
Review and answer communication (primarily calls, mail, voicemail and email) directed to the Pastor and prepare detailed written messages for him in order to allow him to remain informed. This also encompasses evaluating if the communication should go to a different source such as a department head.
Welcome visitors in a pastoral way and help them get routed to the appropriate department. There will be times when the Executive Assistant may need to provide pastoral support to visitor, while at other times may need to diffuse situations and provide a calming influence.
Provide information to parishioners and the public in general
Take accurate messages and route them to staff in a timely manner
Notify staff of a visitor's arrival
Provide Pastor with has daily lunch at the time of his choosing.
Update internal telephone greetings as needed
Manage Pastor's schedule including travel arrangements when necessary
Compose and type letters in English and Spanish
Enter information in the parish database
Enter Sacramental information in Registers and database
Print out sacramental certificates
Coordinate staff events in conjunction with other staff.
Create forms needed for the Parish
Church Data Base postings
Support scheduling process by becoming proficient in all scheduling software.
Administrative and clerical tasks
Accounting task as assigned
Assist the Pastor with time management by doing a reasonable number of personal errands for him.
Faith Formation registration
All other duties, as assigned
Pray for 30 minutes a day.