Executive Assistant

Diocese of St. Augustine•Jacksonville, FL

38d•Onsite

About The Position

The Executive Assistant provides direct, high-level, and complex administrative support to the Chancellor for Administrative Affairs that projects the mission and vision in the Diocese of St. Augustine. This is not a remote position. Work location is at the Diocese of St. Augustine Chancery Offices at 11625 Old St. Augustine Road, Jacksonville, Florida.

Requirements

Must be a practicing Catholic in good standing with the Church with knowledge of and commitment to Gospel values, Catholic moral and social teachings, and possesses a sound working knowledge of Church hierarchy and Church structure.
Must have the ability to speak, understand, and write in Spanish and English.
A Bachelor’s degree with at least five years’ experience providing complex administrative support to a senior-level executive.
Must maintain a high level of attention to detail, accuracy, and efficiency; a person with superior organizational skills.
Knowledge and skills in the use of technology, as well as continuously looking for ways to use technology to make the office, individual work responsibilities, and the Chancellor more effective and efficient.
Must consistently demonstrate a positive, friendly, respectful and caring attitude with colleagues, the public, and all one serves in word and deed; projecting a welcoming atmosphere to all who make contact with the Chancery.
Demonstrated experience in using good judgment in handling complex and controversial matters, diffusing or de-escalating conflict before it reaches the Chancellor, resolving informal complaints when appropriate, and suggesting resolution.
Must be able to organize and prioritize work, be proactive, take initiative, resolve complex problems, follow through, and simultaneously manage multiple priorities.
Requires a high fluency with Microsoft Office software and proficiency using online databases.
Must be proficient in English grammar with excellent research, interpretive, writing, proofreading, and editing skills.
Must have the ability and experience to work in a respectful team environment with other diocesan personnel and the ability to develop and maintain positive relationships with clergy, diocesan employees, and outside contacts.
Requires above average communication skills including verbal, written, and listening.
Honors, respects, and cares for all people; displays cultural diversity awareness and sensitivity.
Must maintain a valid driver’s license.
Must successfully pass the required criminal background check prior to employment and maintain this clearance throughout employment with the Diocese of St. Augustine.

Nice To Haves

Having knowledge of religious/ecclesial terminology and protocol is strongly preferred.

Responsibilities

As a member of the Diocesan Curia and representative of a diocesan official, must maintain the highest level of confidentiality and diplomacy regarding all diocesan matters.
Maintains the Chancellor’s calendar; schedules appointments, meetings, and other commitments; assists the Chancellor in managing his/her time effectively.
Screens telephone calls and visitors for urgency and nature of business or assists them to the appropriate office or ministry. May provide direct assistance to individuals within scope of authority and responsibility of the position, necessitating a high level of professionalism, empathy, tact, courtesy and diplomacy. Contacts and conversations frequently involve confidential/sensitive matters necessitating discretion.
Acts as a liaison between the Chancellor’s senior staff and other direct reports on matters related to scheduling of meetings, events, and other commitments, status of information requests, and other designated administrative support projects.
Creates neat and professional correspondences or reviews outgoing correspondence, reports, publications, and other materials for grammar, sentence structure, format, attachments, and compliance with applicable policies, rules, procedures, and directives of the Chancellor, Bishop, or other diocesan officials.
Receives and distributes incoming mail and assures that outgoing mail is sent out in a timely fashion. Handles office mailings and distributes materials to departmental committees, boards, councils, teams, and other bodies. Manages internal email accounts related to the Office of the Chancellor.
Within scope of authority and knowledge of the Office of the Chancellor, has discretion to explain to those who call upon the office certain diocesan policies, rules, procedures, processing of official documents, and precedents in order to assist them.
Serves as a member of the administrative support team for the Office of the Bishop, Vicar General, Chancellors, and Promotor of Justice (including backup and vacation coverage, as needed).
Responds to work assignments and projects generated by the Chancellor for Administrative Affairs in a timely manner and provides regular status updates on projects and estimated timelines for completion.
Makes transportation, hotel, and official diocesan business arrangements for the Chancellor; prepares and processes expense reimbursement claims.
In collaboration and approval from the Chancellor, establishes written clerical processes and procedures for the office with a focus on continuing improvement.
Prepares and processes accounting, budgeting, and purchasing documents related to the operations of the office.
Maintains an organized, neat, and efficient filing system and creates, updates, and maintains accurate databases, files, and other records and information.
Maintains a neat and professional work area and ensures that the office is free from clutter and is attractive in appearance.
Performs other related duties as assigned by the Chancellor for Administrative Affairs.