Executive Assistant to the Bishop

Description

The Chancery office of the Diocese of Jefferson City is conducting a preliminary search for the Executive Administrative Assistant to Bishop-Elect O'Donnell.

Well qualified candidates can submit a resume and application on Indeed.com or email directly to hrdir@diojeffcity.org.

Job Description

The Executive Administrative Assistant to the bishop coordinates the daily business of the Bishop’s Office by providing administrative and clerical support to the bishop. 

He or she is responsible for preparation of presentation materials and other documents, and provides project support and other related office services to the Chancery. Some essential functions of this position include the following:

• Provides the public voice and face of the Bishop’s office, maintaining a hospitable environment by phone or in person, screening callers and visitors as required.
• Maintains the Bishop’s calendar, both public and private; meetings, engagements and appointments.
• Makes travel and meeting arrangements for the Bishop, including catering or food services.
• Maintains files of records pertaining to pastors, parishes, assignments and responsibilities, work of the Cabinet and Director’s team, and other correspondence as required.
• Coordinates efforts for bishop within the diocese and as it relates to the USCCB and the Vatican.
• Prepares reports, memos, letters, and other documents. This includes documenting and distributing meeting minutes, filing and archiving, while maintaining strict confidentiality.
• Reads and analyzes incoming memos, submissions, requests, and reports to determine significance and follows-up accordingly.
• Plans and coordinates priests’ annual events including negotiating and confirming venue, accommodations, catering contracts, registration fees and event materials. Provides on-site coordination during the event and post event billing, budget review and evaluation.

Specific qualifications:

• Minimum of 7 years’ experience as an executive assistant to a high level executive within an organization
• Associate degree preferred
• A strong knowledge of the Catholic faith
• Maintains a high degree of confidentiality in all areas of work 
• Proficient with the English language, typing, transcription
• Microsoft Office – Must have proficient or advanced capabilities with a heavy emphasis in Word, Excel and PowerPoint
• Proficient with Google or Outlook Mail and Calendar
• Experience in meeting/event planning and travel arrangements
• Able to work under minimal/no supervision
• Able to work collaboratively with many staff members and various vendors
• Able to handle multiple tasks and priorities as needed, being flexible with changing priorities and many interruptions
• Able to maintain and complete tasks in a timely manner 
• Professional demeanor and appearance
• Maintains Notary Public certification
• Other competencies: organized and deadline-oriented, self-starter, team-player, trustworthy, flexible, professional, lifelong learner and coachable

FLSA Status - Exempt