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Executive Assistant

Organization: Archdiocese of St. Louis
Full Time

Are you looking to be part of an organization with a focus on work/life balance and a great benefit package that gives you the opportunity to support the Catholic Church by using your gifts and talents? The Archdiocese of St. Louis is a non-profit organization and encompasses parishes, K-12 schools and charitable ministry agencies across 11 counties in the area.


Position summary

We currently have a full-time Executive Assistant role available to support the Office of the Chancellor and the Office of the Auxiliary Bishop. This position uses excellent administrative skills to provide executive level support while maintaining the utmost confidentiality and professional interface with the public, the parishes, the religious, members of religious organizations, the Curia, Church hierarchy, and corresponding members of other dioceses. It includes administrative and clerical tasks, executive-level assistance, personal assistance, and special projects. Good judgment, accuracy, efficiency, multi-tasking ability, and discretion are essential to this function.


Duties and Responsibilities

•Answers incoming calls and makes outgoing calls for the Office of the Chancellor and Office of the Auxiliary Bishop which includes relaying information, redirecting callers to appropriate personnel, and/or taking complex messages.

•Accumulates request forms, letters, and emails, then assists the Chancellor in scheduling the Archbishop for Masses, events, and appointments. Confirms the appointments via letters from the Chancellor and creates briefing folders. Assists with gathering documents for briefing folders. Also, creates letters of regret as needed.

•Assists the Chancellor in scheduling the recurring meetings of the leadership committees: Ministry Team Advisors, TEAM Leadership, Deans, Priest Council, Continuing Formation of Priests, Pastoral Council, and one-on-ones with some Ministry Team Advisors, President-Rector of the Seminary, and President of the Roman Catholic Foundation. Reserves meeting rooms; sends out schedules and meeting invitations to attendees; assembles agendas; sets-up meeting rooms; orders meals as appropriate. Creates folders for all meetings.

•Coordinates the Confirmation scheduling process for the parishes. Assists in scheduling Archbishop, Archbishop Emeritus, the Auxiliary Bishop, and the Vicars General.

•Schedules and assists with Zoom meetings, including scheduling AV assistance.

•Schedules the Chancellor and creates briefing folders.

•Makes car service reservations and schedules mail holds for the Chancellor.

•Confirms events for Archbishop Emeritus and creates briefing folders.

•Composes correspondence and invitations for the Chancellor and the Archbishop as assigned.

•Proof-reads for accuracy and edits to improve content for invitations, correspondence, and similar documents composed by other staff members.

•A member of the Archdiocesan Committee that works with the St. Louis Legatus representative to coordinate the annual Archbishop’s Gospel of Life Prayer Breakfast.

•Assists with the coordination of Christmas decorating and gift distribution. Tracks expenses.

•Coordinates the Chancery Team’s Christmas service project.

•Schedules and confirms the Auxiliary Bishop for Masses, events, and appointments and

creates briefing folders with pertinent documents. Submits weekly schedule of applicable appointments to editor of the St. Louis Review for publication.

•Prepares correspondence and additional documents for the Auxiliary Bishop, including Imprimatur letters.

•Makes travel arrangements for the Auxiliary Bishop. Registers him for conferences and fills out and submits applicable forms for pastoral visits to correctional centers in the archdiocese.

•Assists the Chancellor of Canonical Affairs with various tasks.

•Codes invoices for the Office of the Chancellor and creates check requests for the Office of the Archbishop.

•Communicates with Sisters at Archbishop’s Residence regarding events and deliveries.

•Monthly reconciliation of expenses for self, Chancellor, and Auxiliary Bishop. Ongoing approval of expenses of ministry team members on behalf of Auxiliary Bishop.

•Reconciliation of petty cash account as needed.

•Track Chancellor’s mileage and prepare annual finance report at the end of the year.

•Back-up to the Executive Assistant of the Office of the Archbishop.


Knowledge and Experience Required

•Must be a practicing Catholic with knowledge and understanding of the Roman Catholic Church and its structure.

•Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Zoom.

•Minimum of five years assisting at the executive level.

•College degree preferred.


Skills Required

•Outstanding interpersonal and written communication skills

•Well organized, as this position requires a high level of multi-tasking

•Sense of hospitality toward staff and visitors

•Self-starter

•Problem-solver

•Attitude of teamwork

•Reliable


Additional Requirement

Must be available to receive emails and text messages from Chancellor and Bishop in off-hours and respond as needed.


Contact Details

Qualified candidates may submit their resume and cover letter including salary requirements to Human Resources at [email protected]


Job Detail

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