Administrative Assistant 2 - Executive Assistant

POSITION PURPOSE

The Executive Assistant provides high-level, confidential administrative, clerical, and project management support to the Pastor and senior leadership of Parish Family 45. This position serves as a key liaison among clergy (Pastor, Parochial Vicars and Deacons), parishioners, and staff ensuring effective coordination of communications, processes, and pastoral initiatives across the three parishes.

The person in this role demonstrates Catholic, moral, compassionate, and professional behavior in all aspects of daily operations. The Executive Assistant maintains complete confidentiality, exhibits sound judgment and discretion, and exemplifies the mission and values of the Catholic Church through professionalism, hospitality, and integrity.

This position requires a self-motivated individual with superior organization, prioritization, and communication skills, someone who thrives in a faith-based, collaborative, and dynamic environment. The Executive Assistant must work closely with clergy, ministry leaders, and consultative bodies, and will often coordinate sensitive information requiring a high degree of loyalty and trust.

This is a full-time (40 hours/week), non-exempt position based at the Parish Family 45 central office, with occasional evening and weekend responsibilities.

ESSENTIAL POSITION DUTIES

1. Executive & Administrative Leadership

Provides comprehensive administrative and organizational support to the Pastor and parish leadership.
Key Tasks:

• Serve as confidential executive assistant to the Pastor.
• Manage the Pastor’s personal calendar (if he desires), travel, correspondence, and appointments across all parish sites.
• Coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Compose, edit, and format correspondence, reports, and presentations with professionalism and accuracy.
• Handle sensitive and confidential matters requiring discretion and pastoral sensitivity.
  Serve as Pastor’s liaison to staff, and parishioners.
  Provide reciprocal administrative support for other team members when needed.
• Supervise and coordinate front office staff at their primary parish location, including scheduling, task delegation, and performance support, to ensure smooth office operations.

2. Consultative Body Support

Supports the Pastor in coordinating parish family governance and consultative structures.
Key Tasks:

• Provide administrative support to the Pastor for Parish Family Advisory Council (PFAC), Finance Council, Deanery and other consultative bodies.
• Prepare and distribute agendas, minutes, and reports for meetings.
• Maintain archives of official records, policies, and meeting documentation.
• Manage communication between the Pastor’s office and consultative committees.
• Ensure accurate and timely posting and filing of meeting materials.

3. Pastoral, Liturgical & Ministry Coordination

Assists in planning and supporting the liturgical and pastoral life of the parish family.
Key Tasks:

• Maintain presider and preaching schedules across all three parishes.
• Secure and pay substitute priests as needed and communicate schedule updates.          
• Serve as liaison between the Pastor and PA for Liturgy.
• Assist with the coordination of special liturgies, events, and pastoral gatherings.

4. Project Management &am