Executive Assistant to the Pastor, St. Joseph-St. Mary

Archdiocese of Indianapolis
Job Description
EXECUTIVE ASSISTANT TO THE PASTOR
of
St. Joseph, Corydon/ St. Mary, Lanesville

Position Title: Executive Assistant to the Pastor
Location: St. Joseph Catholic Church, Corydon & St. Mary Catholic Church, Lanesville
Status: Full-time
FLSA: Non-Exempt
Reports to: Pastor

PRIMARY FUNCTIONS
The Executive Assistant is responsible for all aspects of the Pastor's business and schedule, providing administrative support on an executive level. The Executive Assistant will serve as the main point of contact for the Pastor. This individual is a key member of the Office of the Pastor and dedicated to supporting the mission and vision of the Pastor and Church. Candidate will be dealing with sensitive information frequently, and therefore must exercise discretion and professional confidentiality.
POSITION CONTENT

A. ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following, while not an exhaustive list of duties associated with the position, is intended to familiarize you with the general requirements this role entails.

1. Ensure the Pastor has all needed support to effectively plan and implement liturgies.
2. Coordinate Pastors' schedules and necessary tasks to facilitate timely completion at both locations as needed, understanding schedules and tasks are subject to change and approval by pastor.
3. Collaborate with the Pastor to understand and meet professional needs and parish needs.
4. Facilitate Pastors engagement in church ministries.
5. Ability to review correspondence to ensure accuracy.
6. Takes initiative for new and special projects, as needed, to lighten the load on the Pastor.
7. Initiate, edit and manage all forms of correspondence as needed to ensure a smooth flow of communication for the Office of the Pastor.
8. Manage the Pastor's calendar as primary contact person for meetings and other scheduled commitments.
9. Make travel arrangements and coordinate visits or engagement logistics.
10. Manage the tracking of the sacramental/pastoral expenses, providing figures to the business office for the annual budget review.
11. Provide support to the Pastor during annual evaluations and measurements, scheduling and form preparation.
12. Manage the process for the pastor to sign grief letters, first time visitors' letters, baptism certificates, discipleship training certificates, house and business dedication certificates and serve as POC for their coordination.
13. Attend to the Parish Calendar for important church-wide and gym and school events, make changes when necessary.
14. Coordinate funeral and wedding requests with the Pastor.
15. Other duties as necessary to ensure efficient functioning of the Office of the Pastor.

POSITION SPECIFICATIONS/REQUIREMENTS
A. SKILLS, KNOWLEDGE AND/OR ABILITIES

1. Willingness to foster the Church's mission.
2. Ability to be flexible, proactive, resourceful, and efficient when dealing with the Pastor and needs of the parish.
3. Able to be a consistent positive role model.
4. Able to make decisions and follow-through on commitments.
5. Ability to prioritize and multi-task projects and assignments using good-time management skills in a fast-paced environment
6. Ability to work under pressure
7. Ability to work with a high level of discretion and professionalism.
8. Ability to maintain discretion and to be trustworthy.
9. Collaborative team player, willingness to learn, positive attitude.
10. Ability to work with minimal direction and always employ excellent judgment.
11. Excellent interpersonal relations, oral and written communication skills.
12. Commitment to accuracy in all tasks.

B. EDUCATION, TRAINING, AND/OR EXPERIENCE
1. Experience supporting executive leaders in a large organization and interfacing with other executive assistants.
2. Experience supporting multiple units within an organization.
3. Excellent organizational skills and ability to work well individually.
4. Ability to work in a collaborative team environment
5. Familiarity with Google Forms, including Google Calendar.
6. Proficient in Microsoft Suite, including Outlook.
7. Familiarity with Divine Renovation, Forming Intentional Disciples, Rebuilt and other parish renewal items.
8. Must be able to understand and to comply with the Archdiocese of Indianapolis Code of Conduct
9. Must be able to successfully complete the Archdiocese of Indianapolis Child Safety Training
10. Background screening is required.
11. Valid driver's license required.

WORKING ENVIRONMENT
a. This is a share position between St. Joseph Corydon and St. Mary Lanesville. Equal time will be spent at each parish, traveling between locations
b. Expected to attend evening and weekend events/meetings, as necessary. Travel may be required to meetings or location specified. The needs of the position may require extra hours beyond the normal schedule.
c. Must be able to sit or stand for extensive periods of time and navigate through the office.
d. Requires extensive use of keyboards and other administrative equipment.
e. Must be able to function within a moderate noise level office environment.
f. Must be able to communicate extensively and effectively with staff and vendors via telephone/TDD, one-on-one conversations, face-to-face, public presentations, and written correspondence.

Date of job description: August 2, 2022