Job Description - Executive Assistant
Parish: Our Lady of Mount Carmel
FLSA Status: Non-Exempt
Job Title: Executive Assistant to the Pastor and the Pastoral Associate
Work Schedule: 40 hours a week
Reports to: Pastor and Pastoral Associate
High school degree or its equivalent required.
Certificate or associate degree in secretarial science preferred.
Minimum of two years' experience in related field.
Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, proofreading and other office procedures and terminology.
Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services to both internal and external customers.
English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Microsoft Office Suite Software - Proficient in Word, Outlook, and Excel and able to navigate Publisher.
SUMMARY OF JOB:
Plan, direct and coordinate the office operations of the parish as well as perform routine clerical and administrative functions in direct support of the pastor's pastoral and administrative responsibilities.
A. Parish Operations
Analyze internal office processes and procedures and recommend and implement procedural or policy changes to improve operations.
Record meeting minutes for staff, executive and clergy meetings.
Read through contracts, regulations, and procedural guidelines to ensure comprehension and compliance.
Oversee the parish's paper and electronic filing systems, including the parish records management program.
Assist staff in learning office procedures, equipment utilization, etc.
Aid in various functional department work overflow.
Plan events that require ordering food and supplies.
B. Office Equipment and Supplies
Acquire, manage, distribute, and store materials, office supplies, and office equipment.
Oversee and administer office equipment contracts and supplies.
Communicate with, and provide guidance for, external vendors and service providers to ensure the parish's operational needs are met.
Learn to operate new office technologies as they are acquired and implemented.
C. Executive Assistant Duties
Maintain confidentiality at all times.
Aid pastor in managing his official schedule as directed.
Arrange meetings, appointments and conference calls as directed.
Assist the pastor in resolving personal issues with the telephone system, computer hardware (e.g., printer) or software (e.g., Outlook) as needed.
Format and/or proofread correspondence, memos, etc.
Generate standard letters in accord with routine office practice.
Greet and receive visitors meeting with the pastor.
Organize and maintain the pastor's paper and electronic files in accord with parish and diocesan records retention policies.
Organize and maintain pastor's ministry and organization binders with appropriate documentation needed for meetings.
Oversee the preparation and dissemination of agendas, background materials and meeting minutes.
Print and/or photocopy information for meetings (agendas, handouts).
Prepare outgoing mail to individuals and/or to groups, including performing mail merges (meetings, committees, Lent, etc.) as directed.
Relay notifications, directives, instructions, and assignments to staff as directed by the pastor.
Respond to routine information requests directed specifically to the pastor whether by mail, email, phone or otherwise.
Perform other minor or incidental tasks related to the position described as directed by the pastor or supervisor.