Project Manager and Executive Support

Job Description

About the Benedict XVI Institute

The Benedict XVI Institute for Sacred Music and Divine Worship was founded by our Chairman of the Board, Archbishop Salvatore J. Cordileone, with a big mission: to promote more beautiful and reverent liturgy that brings people to the Real Presence of Christ in the Mass. Our flagship Mass of the Americas, commissioned by Archbishop Cordileone and promoted by the Institute, has travelled to over 10 Cathedrals, debuted at #1 on the Billboard charts, and has become a symbol of the Catholic Renaissance in sacred music quietly unfolding.

We seek a deeply committed, detail-oriented, hardworking, passionate Catholic to assist us creatives with managing our growing, exciting, programs, someone who is willing to do whatever needs to be done, whenever it needs to be done, to help Archbishop Cordileone achieve this grand and important vision for revitalizing the Church in America through more reverent and beautiful liturgy. What is classically Catholic works. Will you work without ceasing for this Archbishop and this vision of evangelization through sacred beauty in the Mass?

Position Overview

The Project Manager & Executive Support position plays a central role in keeping the Institute running smoothly. This is a "jack-of-all-trades" position ideal for someone who thrives in a fast-paced, high-stakes environment and isn't afraid to dive in and get things done.

You'll be the engine behind our operations-tracking details, managing communications, coordinating events, and stepping in to execute key tasks ranging from donor tax receipts and list management to website updates and design projects.

This role demands a rare combination: rock-solid organization, confidence in tech skills, comfort with Church hierarchy, and a humble willingness to do whatever the mission requires-big or small.

Key Responsibilities

Executive & Administrative Support
• Manage calendars, communications, and task lists for the COO and CEO
• Draft correspondence and donor acknowledgments, including tax receipts
• Organize institutional records, board materials, and grant submissions
• Maintain donor database (Bloomerang), ensuring accurate and timely records
• Coordinate incoming and outgoing communications (email, mailings, appeals)

Project & Event Management
• Plan and execute logistics for pilgrimages, liturgies, events, and donor gatherings
• Track and manage tasks, deadlines, and workflows using Asana and Slack
• Handle event registrations, RSVPs, name tags, rooming lists, and follow-up
• Import/export segmented lists for events, appeals, and targeted outreach
• Occasionally travel to support on-site event execution (~7 times/year)

Creative & Communications Support
• Maintain and update pitch decks, flyers, and simple design materials in Canva
• Make specific updates to website content via Squarespace or similar CMS (such as adding upcoming events)
• Support donor campaigns and newsletters with content formatting and coordination
• Liaise with contractors and vendors as needed (designers, printers, hotels, etc.)

Systems, Tools, & Problem Solving
• Suggest and implement process improvements for smoother workflows
• Help keep internal systems (Google Drive, Slack, Asana) organized and aligned
• Troubleshoot basic tech issues or coordinate with external IT/design support
• Work proactively to anticipate needs and flag issues before they become problems

Qualifications

• 5+ years of experience in nonprofit, Catholic, or high-performance small-team settings
• Strong writing, organizational, and project management skills
• High level of discretion, especially when working with bishops and major donors
• Proficiency in Google Workspace, Canva, Asana, Squarespace, and CRM platforms (Bloomerang preferred)
• A servant-leader mindset and the ability to shift seamlessly between big-picture and granular work
• Practicing Catholic who aligns with the mission and spirit of the Benedict XVI Institute

What We're Looking For

This is not a narrowly defined admin role. You'll need to be:
• A systems builder - someone who thrives on order, logic, and getting things done
• A quick study - able to pick up new tech/tools, learn on the fly, and adapt as needed
• A doer - not just a planner, but someone who will own tasks and follow through
• Mission-driven - motivated by the Church's mission and the unique beauty of the sacred liturgy
• Comfortable with chaos - we move fast, juggle a lot, and wear many hats

To Apply

Please send your resume and a brief cover letter explaining why you're interested in this position and how your background aligns with our mission to: info@bxvi.org.

About the Employer

The Benedict XVI Institute for Sacred Music and Divine Worship was founded by our Chairman of the Board, Archbishop Salvatore J. Cordileone, with a big mission: to promote more beautiful and reverent liturgy that brings people to the Real Presence of Christ in the Mass.