Pastoral Executive and Liturgy Coordinator

Job Description

General Summary of the Position
St. Francis of Assisi Catholic Church seeks a hard-working, innovative, solutions-oriented, flexible, joy-filled, and passionate Pastoral Executive and Liturgy Coordinator. The primary objective and top priority is to provide executive administrative support to the Pastor and Parochial Vicars. In addition, this position will support the Director of Liturgy and Sacraments in ensuring that liturgies foster deeper encounters with Christ at an exemplary level, and will support the Sacraments team (Weddings, Baptisms, Funerals, and Quinceaneras) in delivering exceptional experiences.

The Pastoral Executive and Liturgy Coordinator provides executive-level administrative support, including clerical tasks, scheduling, visitor reception, travel arrangements, correspondence, and expense management and reporting. The role exercises discretion and maintains confidentiality. This role collaborates with the Director of Liturgy to schedule clergy for Masses and other liturgies. The ideal candidate must also thrive in a fast-paced environment while managing multiple projects simultaneously.

Essential Duties and Responsibilities of the Position
Pastoral Executive Duties:
• Manages the pastor's and parochial vicars' calendars and coordinates appointments, events, and meetings. Works to ensure the pastor and parochial vicars stay on schedule for meetings and appointments.
• Answers all phone calls and emails directed to the pastor and determines availability and routing as needed
• Collaborates with the Parish Receptionist to fulfill all Letters of Good Standing and similar requests.
• Assists in greeting visitors and determining access for appropriate parties.
• Proactively assists the pastor in preparing correspondence (i.e., thank you notes, follow-up messages) to parishioners, volunteers, donors, diocesean representatives, and others as directed.
• Ensure a warm, welcoming, pleasant, organized, and clean entrance and environment for visitors.
• Captures key notes, takeaways, and next steps at all meetings as directed by the pastor.
• Coordinates travel, lodging, and meeting arrangements for conferences and workshops.
• Organizes and manages all expenses and receipts and ensures proper reimbursement for the pastor.
• Supports the monthly liturgical calendar by adding all liturgical assignments and commitments to the priest's calendars.
• Responsible for all Diocesan-requested reports, Mass attendance, and miscellaneous sacramental records.
• Responsible for fielding requests for clergy for Anointing of the Sick, last rites, emergency Baptisms, and other emergencies during regular business hours.
• Responsible for overseeing the after-hours answering service as needed, which includes reaching out to clergy for calls for Anointing of the Sick, last rites, emergency Baptisms, and other calls that may constitute an emergency for clergy.
• Able to assist the receptionist on occasion as needed at the Parish Reception Area.
• Other duties as assigned by Pastor and Senior Director of Operations.

Liturgy Support
• Schedules liturgy trainings (EMs, Lectors, Ushers, etc.) as needed throughout the year. Includes promotion to the community through the bulletin and Mass Announcements.
• Collaborates with the Director of Liturgy to help the Syro Malabar community with various needs for Sacred Space for liturgies, trainings, meetings, sacraments, etc.
• Supports the Director as needed with eSpace requests
• Oversees and coordinates with the Vocations Committee
• Manages multiple key vendor relations for all liturgical supplies and equipment
• Supports confessions as needed
• Assists with production of weekly worship aids as needed. Helps with intake for weddings and pre-nuptial meetings and works with the Sacraments manager to prepare files for diocese review.
• Communications with wedding couples to ensure all forms and processes are completed
• Creates wedding liturgy and Quinceaneras binders (readings, prayers of the faithful, door signs for the ceremony) and assists with developing.
• Prepare and print funeral worship aids.
Position Requirements
Knowledge, Skills, and Abilities:
• Looking for a candidate who possesses a servant-leadership mindset.
• Looking for a candidate who likes to be in a positive, Christ-centered culture, where we pray, and try to live like a "church family," work hard, and have fun when we can.
• The ideal candidate understands the importance of the community served by St. Francis of Assisi.
• Ability to thrive with minimal supervision, in a fast-paced environment, while managing multiple projects.
• Must be able to listen carefully and take direction well.
• Must possess the ability to manage time and prioritize accordingly.
• To succeed, the ideal candidate has excellent organization and follow-up skills.
• Must be a Catholic in good standing.
• Advanced MS Office experience, including Outlook, Word, PowerPoint, Excel; Apple (iOS) platform.

Education and Experience:
• B.S. or B.A. in Management or related field
• 3+ years of administrative support or executive assistance
• Bilingual (English and Spanish) required.

Special Requirements:
• Occasional evenings and weekends.

About the Employer

St. Francis of Assisi Catholic Church, located in Frisco, Texas (Diocese of Dallas), is a vibrant, thriving parish with over 37,000 parishioners. We are a warm, welcoming community striving to serve Christ in the spirit of our namesake, St. Francis of Assisi.
For more information, please visit our website at www.stfoafrisco.org