Executive Assistant to the Pastor and Chief of Staff

Job Description

POSITION TITLE: Executive Assistant to the Pastor and Chief of Staff
REPORTS TO: Pastor
TEAM: Liturgy & Communications
STATUS: Full-time, Remote/in-office (30 hrs/wk)

The Executive Assistant to the Pastor and Chief of Staff supports the Pastor by managing his schedule, assisting with communication, and ensuring that daily details of parish operations are taken care of in a way that best serves the needs of the people. This position also supports the entire staff by communicating the pastor's vision and serving as their point of contact in his absence. In addition, the Executive Assistant to the Pastor and Chief of Staff also serves as a member of the Pastor's cabinet and the Team Leader for the Liturgy and Communications Teams.

This position is a blend of in-office and remote, with occasional nights and weekends required, according to the needs of the pastor. This role requires a friendly, enthusiastic, dedicated and detail-oriented person who can manage multiple tasks while adapting to shifting, and sometimes competing priorities. This individual is an excellent problem-solver, coach, and team-player, dedicated to the growth of others and the success of the pastor and the team. This person must be open to learning a variety of technology platforms and using them daily.

The Executive Assistant to the Pastor and Chief of Staff frequently represents the pastor to the community. Professionalism, excellent communication skills, the ability to successfully resolve conflict, discretion, and confidentiality are essential in this position.

RESPONSIBILITIES:

PASTOR SUPPORT
• Maintain the pastor's calendar
• Meet daily or as needed to discuss upcoming events and consult on decisions, as requested
• Assist the pastor in managing his email, including prioritizing requests and assisting with responses as requested
• Ensure the pastor has the information necessary and is well-prepared for all calendar engagements
• Respond to calls from hospital chaplains, parishioners, and the general public, prioritizing and ensuring the pastor is able to attend to the needs of the parish in a timely fashion
• Clarify the pastor's vision for the staff and others, as needed
• Make decisions in the pastor's absence, as authorized and directed by him
• Schedule and make arrangements for meetings for special projects or groups such as Parish and Finance Councils, upon request
• Represent the pastor at funeral planning meetings, gathering information about the deceased and creating notes for the pastor to use in preparing his homily

STAFF SUPPORT
• Facilitate smooth operations of the office by assisting staff members with questions regarding the pastor's vision and resolving day-to-day issues quickly, efficiently, and effectively
• Write job descriptions and maintain current copies for all staff positions
• Assist the pastor with hiring new employees, including writing job descriptions, posting job openings, communicating with candidates, and participating in interviews
• Onboard new employees
• Schedule, coordinate, and facilitate staff meetings
• Schedule, coordinate and lead annual staff calendar planning meeting
• Advise the pastor regarding organizational structure, update and maintain the current organizational chart
• Document staff performance issues, write action plans, and participate in official performance conversations when necessary and at the request of the pastor
• Serve as Team Leader, supervisor, and first-line manager for all Liturgy and Communications Team members
• Serve as a member of the Liturgy Team, attending and participating in weekly (or bi-weekly) meetings

SPECIAL PROJECTS
• Collaborate with Director of Evangelization to plan and execute one or more staff retreats per year, as directed by the pastor
• Collaborate with staff on parish events and projects, such as: Volunteer Appreciation Dinner, Fall Festival, Stewardship Campaign, potential Capital Campaigns, etc.

WRITING and EDITING
• Edit Weekly Newsletter (print and electronic) to ensure the pastor's voice and vision are accurately communicated
• Assist Communications Coordinator with writing and editing Christmas and Easter card messages from the pastor
• Edit Quarterly Stewardship Newsletter

GENERAL DEMEANOR AND PRESENCE
• Use discretion and maintain confidentiality
• Stay up-to-date regarding parish and school events in order to provide accurate and useful information to community members and staff
• Maintain friendly, professional appearance and demeanor at all times
• Present and support the decisions of the pastor and his vision with enthusiasm

About the Employer

Pax Christi is a growing Catholic parish in Highlands Ranch, a suburban area of Denver, CO. In keeping with our parish mission, "Encountering Christ, growing disciples", we offer joyful, authentic Catholic worship; a warm, welcoming community; and engaging programs of discipleship for all ages.