Administrative Assistant to the Pastor

Job Summary

The Administrative Assistant to the Pastor will work directly with and report to the Pastor of Most Holy Trinity Catholic Church. The Administrative Assistant will effectively and efficiently manage the activities and related tasks affiliated with the day-to-day work the parish and its mission. This position will need to be able to work professionally in a fast-paced, high pressure, and changing environment. The Administrative Assistant will provide high-level administrative and organizational support to the Pastor, often managing schedules, communications, and other tasks to ensure the Pastor's ministry runs smoothly and that there are minimal obstacles to the mission and vision of the work of the parish. They will be responsible for the day-to-day physical operations of the office including assurance of a pleasing atmosphere for visitors, parishioners, and staff.

Essential Job Duties

• Support and uphold the philosophy of Catholic ministry and the mission of Most Holy Trinity Catholic Church in both your professional and personal life
• Act as a witness to Gospel values by modeling the teachings of the Catholic Church
• Handle all incoming calls, correspondence, and emails
• Coordinate visitor reception and arrival announcements
• Coordinate the Pastor's schedule
• Schedule appointments, meetings, and events, managing travel itineraries
• Organizes, prepares, and reviews reports and minutes from meetings, presentations, and/or activities
• Translate documents and letters dictated or written by the Pastor
• Prepare announcements for the weekend and Holy Day Masses
• Organize liturgical meetings and ministers, including clear communications, scheduling, and ministry recruitment and training.
• Ensure liturgies are taken care of when pastor is away
• Manage inventory control of office supplies specific to the Pastor's office
• Respond to email and phone correspondence in a timely manner
• Responsible for the day-to-day physical operations of the Pastor's office including: inventory control of office supplies and assurance of a pleasing atmosphere for visitors, parishioners, and staff.
• Support the front office staff, as needed
• Work cohesively with other departments and coworkers, as part of a team.
• Facilitate and execute communications with parish staff and the parish in regards to special events
• All other duties as assigned

Knowledge, Skills, and Abilities

• Excellent people relation skills for representing the parish to those who will call, write, or visit
• Administrative ability to organize clearly and communicate effectively both verbally and written
• Ability to create a welcoming, customer service focused environment
• Self-starter, who is organized, works independently, sets schedules, and prioritizes tasks with minimum supervision
• Ability to work under pressure while multi-tasking
• Ability to honor and maintain confidentiality at all times
• Proficient in Microsoft Office and other relevant technology
• Ability to identify and resolve issues proactively
Minimum Qualifications
Education and Trainings:
• High school graduate or equivalent
Experience:
• Five (5) years of full-time, wage-earning, general reception/volunteer coordination experience.
• Two (2) years of experience in word processing and data system computer programs.

Language:

• English (proficient in conversing, reading, and writing
• Spanish (Proficient in conversing, reading, and writing)

Catholic Requirement:

• Must be a practicing Roman Catholic in good standing

Licenses/Certifications:

• Valid Texas driver's license
• Must be current in Safe Haven training or must obtain confirmation that the training has been successfully completed within 30 days of their hire date.

Working Conditions:

• All employees of the Parish are engaged in ministry
and closely tied to the Pastor in the exercise of his ministry and obligations to the church
• The Parish is an at-will employer
• All buildings and vehicles owned by the Parish are tobacco free
• Working in a fast-paced environment with priorities and plans that may change rapidly
• Working on weekends, evenings, and some holidays may be required
• Will be exposed to religious ceremonies, conduct, and speech, including Roman Catholic Christian prayer and liturgical celebrations
• Will be required to adhere to established dress codes and conduct standards
• May be required to use personal or parish vehicle to drive to off-site locations