Executive Assistant, Office of the Bishop

Job Description

OVERVIEW:
Join our team as an Executive Assistant to play a key role in supporting Office of the Bishop operations. We are looking for a detail-oriented, collaborative individual seeking a consistent, in-office role (Monday-Friday, 8:30 AM - 4:30 PM) to make a tangible impact.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Prepares documents, memorandums, and other correspondence in support of the Bishop (referencing the Style Guide of the United States Conference of Catholic Bishops) ensuring mail is timely and efficiently handled.
• Screens telephone calls, answers questions and/or redirects them when appropriate including calls from various religious orders, politicians, committees, and Vatican representatives.
• Greets and receives Bishop's guests, visitors, and personnel in a friendly and sincere manner.
• Maintains Bishop's online and paper calendars, scheduling or coordinating appointments and meetings.
• Manages incoming emails to Bishop, forwarding as necessary and saving each to designated email folders.
• Resolves or forwards incoming calls as appropriate for timely resolution, to other departments or parishes.
• Prepares timely check requests to vendors and staff reimbursements, maintains spending report entries, balances monthly household account statements and processes reimbursements to that account.
• Coordinates calendars and schedules for the Bishop, consulting with appropriate clergy and all senior staff.
• Maintains filing system, both paper and scanned electronic files.
• Oversees household staff.
• Executes essential professional and personal errands for the Office of the Bishop.
• Maintains the utmost professionalism and confidentiality while adhering to diocese policies and procedures.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES needed to successfully perform the essential duties and responsibilities of this position include:
• Associate or bachelor's degree preferred.
• Proven experience as an executive assistant, office administrative assistant or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to interact professionally with co-workers, clients and visitors.
• Ability to work under pressure and prioritize workload.
• Excellent organizational and time-management skills.
• Strong ability to effectively communicate verbally and in written form, and interpret written information.
• Ability to work independently and as part of a team.
• Practicing member of the Catholic faith in good standing strongly preferred.

PHYSICAL DEMANDS:
This position may require extended periods of standing, sitting, bending, lifting or other tasks during the course of the work.

WORK ENVIRONMENT:
This position requires the employee to work in an environment consistent with an office function.

TO APPLY: SEND RESUME AND COVER LETTER TO K.GAGNE@DIOSPRINGFIELD.ORG

About the Employer

The Roman Catholic Bishop of Springfield, a corporation sole, is the civil corporate name for the Diocese of Springfield. The Bishop of Springfield is the head of the corporation. The Roman Catholic Diocese of Springfield, which was erected on June 14, 1870, operates under both civil law and canon law (the law of the Church). It is comprised of 79 parishes and 7 missions with more than 199,289 Catholics. There are 184 priests throughout the four western counties of Massachusetts (Berkshire, Franklin, Hampden and Hampshire).

The diocese educates over 2,500 students in 12 elementary schools, two high schools. There are also two Catholic colleges in the Diocese of Springfield. Mercy Medical center, an affiliate of Trinity Healthcare, also operates in Springfield.