Assistant to the Pastor

Job Description

POSITION SUMMARY:
The Assistant to the pastor serves as a trusted administrative and organizational partner to the Parish Pastor, supporting the spiritual, operational and pastoral mission of the parish. This role requires a person of Catholic faith, strong organizational skills, excellent discretion and a genuine commitment to service. The Assistant ensures the Pastor can focus on his priestly ministry by managing communications, scheduling, correspondence and a broad range of administrative and coordination tasks.

KEY RESPONSIBILITIES:

Administrative & Secretarial Support:
• Manage the Pastor's and Parish calendars, schedule appointments, meetings, sacramental preparation and parish events
• Draft, proofread and distribute correspondence on behalf of the Pastor, including pastoral bulletins, letters and announcements
• Screen and direct incoming calls, emails and walk-in visits, ensuring timely and compassionate responses
• Maintain organized filing systems for parish records, sacramental documents and confidential files in compliance with diocesan policies
• Prepare meeting agendas, take minutes for parish council and staff meetings and follow up on action items.

Pastoral & Ministry Coordination:
• Coordinate sacramental preparation schedules including Baptism, First Eucharist, Confirmation, Marriage and Anointing of the Sick
• Liaise with ministry leaders, staff and volunteers to align activities with Pastor's priorities
• Assist with planning and logistics for parish-wide events, retreats, holy days and special liturgical celebrations
• Serve as a welcoming and pastoral first point of contact for parishioners seeking assistance or guidance.

Communications & Parish Outreach:
• Prepare weekly bulletin content and coordinate with bulletin editors or printers.

Financial & Operational Support:
• Assist with tracking donations, stewardship records and Mass intention bookings
• Support preparation of reports and documentation for the diocese and parish finance council. Support with Quickbooks data entry, bill payment and payroll.
• Coordinate with vendors, contractors & service providers as needed for parish operations.

QUALIFICATIONS & REQUIREMENTS
Required:
• Practicing Catholic in good standing with the Church
• Associate's or Bachelor's degree in Business Administration, Theology, Religious Studies or a related field (or equivalent experience)
• Minimum 2 years of administrative, executive assistant or office management experience
• Strong written and verbal communication skills; professional phone and email etiquette
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace. Familiarity with Quickbooks a plus.
• Exceptional organization skills and the ability to manage competing priorities
• Demonstrated ability to handle confidential and sensitive matters with the utmost discretion
• Reliable, self-motivated and able to work both independently and as part of a team.
Preferred
• Familiarity with Catholic sacramental practices, liturgical calendar and parish structures
• Prior experience working in a parish, diocese or Catholic nonprofit organization
• Experience with parish management software (Realm)

WORK CONDITIONS
Position is based on-site at the parish office. Regular hours and Monday through Thursday with flexibility required for occasional evenings and weekends to support sacramental celebrations, parish events, pastoral emergencies and council meetings. The role might require light physical tasks such as setting up meetings or carrying supplies.

About the Employer

We are a Roman Catholic Church which is part of St. Teresa of Calcutta Parish in the Archdiocese of Newark.