OVERVIEW: Join our team as an Executive Assistant to play a key role in supporting Office of the Bishop operations. We are looking for a detail-oriented, collaborative individual seeking a consistent, in-office role (Monday-Friday, 8:30 AM - 4:30 PM) to make a tangible impact.
ESSENTIAL DUTIES AND RESPONSIBILITIES: • Prepares documents, memorandums, and other correspondence in support of the Bishop (referencing the Style Guide of the United States Conference of Catholic Bishops) ensuring mail is timely and efficiently handled. • Screens telephone calls, answers questions and/or redirects them when appropriate including calls from various religious orders, politicians, committees, and Vatican representatives. • Greets and receives Bishop's guests, visitors, and personnel in a friendly and sincere manner. • Maintains Bishop's online and paper calendars, scheduling or coordinating appointments and meetings. • Manages incoming emails to Bishop, forwarding as necessary and saving each to designated email folders. • Resolves or forwards incoming calls as appropriate for timely resolution, to other departments or parishes. • Prepares timely check requests to vendors and staff reimbursements, maintains spending report entries, balances monthly household account statements and processes reimbursements to that account. • Coordinates calendars and schedules for the Bishop, consulting with appropriate clergy and all senior staff. • Maintains filing system, both paper and scanned electronic files. • Oversees household staff. • Executes essential professional and personal errands for the Office of the Bishop. • Maintains the utmost professionalism and confidentiality while adhering to diocese policies and procedures. • Other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES needed to successfully perform the essential duties and responsibilities of this position include: • Associate or bachelor's degree preferred. • Proven experience as an executive assistant, office administrative assistant or similar role. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) • Ability to interact professionally with co-workers, clients and visitors. • Ability to work under pressure and prioritize workload. • Excellent organizational and time-management skills. • Strong ability to effectively communicate verbally and in written form, and interpret written information. • Ability to work independently and as part of a team. • Practicing member of the Catholic faith in good standing strongly preferred.
PHYSICAL DEMANDS: This position may require extended periods of standing, sitting, bending, lifting or other tasks during the course of the work.
WORK ENVIRONMENT: This position requires the employee to work in an environment consistent with an office function.
