Executive Assistant - II

Job Description

Overview

Rooted in the diocesan vision "Courageously Living the Gospel," the Executive Assistant II provides high-level administrative and operational support to the Chancellor for Administration and the Vicar General.

This position plays an important role in the daily functioning of the Diocese by coordinating communications, supporting executive leadership, managing projects and records, and assisting with diocesan initiatives that serve parishes, schools, clergy, and ministries throughout the five-county area.

This role requires strong organizational skills, discretion with confidential information, and the ability to collaborate across ministries within the Pastoral Center.

Duties

The Executive Assistant will support the Chancellor for Administration and Vicar General by:

Executive & Administrative Support
Managing calendars, scheduling meetings, and coordinating travel arrangements
Preparing correspondence, reports, presentations, and meeting materials
Handling confidential communications and maintaining sensitive records
Supporting diocesan committees, boards, and leadership meetings
Office & Project Coordination
Maintaining filing and record-keeping systems
Coordinating mailings, correspondence, and diocesan communications
Tracking projects and preparing reports and materials for leadership meetings
Supporting event logistics, workshops, and diocesan gatherings
Data & Technology Support

Maintaining diocesan databases and contact records
Generating reports and statistical data for diocesan leadership
Preparing presentations and graphic materials using PowerPoint, Canva, or similar tools
Managing communications through group email platforms such as Flocknote
Operational & Ministry Support

Assisting with stewardship initiatives and diocesan appeals
Preparing approval packets and documentation for diocesan projects
Supporting document preparation, notarization, and administrative processes
Assisting with personnel documentation and onboarding support when needed
Qualifications

Education: Bachelor's degree from an accredited college or university preferred; applied secretarial or administrative studies will be considered.
Experience: Minimum of three years of professional experience in an office or executive administrative environment required; experience supporting senior leadership strongly preferred.
Faith Requirement: Active member of a Roman Catholic parish faith community required, with an understanding of the mission and structure of the Catholic Church.
Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint) required; experience with Canva or graphic design tools preferred. Database experience such as ParishSoft, Parish Data System (PDS), or similar systems preferred.
Professional Skills: Strong organizational abilities, attention to detail, and the ability to maintain strict confidentiality. Excellent written and verbal communication skills with the ability to work collaboratively in a mission-driven team environment.

Pay: From $24.79 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Professional development assistance
Retirement plan
Vision insurance

Candidate must pass a level II background check and take safe environment training.

About the Employer

Our Mission

The people of God, in the Roman Catholic Diocese of St. Petersburg, in union with our bishop, are transformed by Baptism, sealed with the Holy Spirit and nourished by the Word and Eucharist to promote the incarnation of the Gospel of Jesus Christ.