Executive Assistant for St. Mary of the Annunciation

Job Description

Executive Assistant for St. Mary of the Annunciation Parish
Situated on bustling Hasell Street in downtown Charleston, South Carolina, St. Mary of the Annunciation, dating back to 1789, is the oldest Catholic Church and Parish in both the Carolinas and Georgia. The vibrant Catholic community at St. Mary's has been the hands and feet of God in the community for countless years through offering religious education, encouraging sacramental participation, and supporting local outreaches. The parish community is committed to fostering the Faith through the Sacraments.
Position Summary: The Executive Assistant is responsible for the daily operations of the parish office and serves as the priest's administrative assistant. The candidate will serve as a liaison between the priest and the parish members in addition to external parties. Coordination of daily clerical duties and management of the clergy's calendars with reference to the parish responsibilities is expected.
Classification: Part-Time Hourly
Reports To: Pastor: Fr. Thomas Miles
Essential Job Functions:
• Screen all telephone calls at the parish and determine appropriate course of action to include: relaying messages, setting appointments, directing calls to clergy or staff and taking notes to give to appropriate staff.
• Follow-up, in a timely manner, with priest/clergy on action items such as sacramental requests and other parishioner needs
• Handle sacristy inventory to include: counting, ordering, and organizing supplies such as hosts, wine, candles etc.
• Take notice and take action of facility needs such as: filing, cleaning, office supply organization, church maintenance needs etc.
• Take swift action when clergy needs assistance with duties such as planning meetings, setting schedules, pulling files for parishioners etc.
• Keep parishioners' information organized and filed both digitally and physically and readily accessible for meetings

Position Qualifications and Requirements:
• Previous experience as an administrative assistant in a small, fast-paced, office setting
• A familiarity and understanding of etiquette pertaining to communications with priests, deacons, and other clergy members
• Must have thorough knowledge of Catholicism and understanding of diocesan policies
• Possess the discretion and ability to maintain strict confidentiality in situations that require it
• Possess a high level of professional work ethic, professional appearance and dress
• Must have excellent computer skills to include: typing and proficiency in Word, Excel, Outlook, Sharepoint
• Outstanding ability to organize both physical materials and also communications
• Excellent communication skills, both written and verbal, are a requirement
• Ability to complete assigned tasks with little to no assistance
• Proper phone etiquette is required

Working Conditions/Physical Requirements: The requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Ability to operate standard office equipment, including computers, copiers, and telephones. Proficient in Microsoft Office Suite, including Word, Outlook and Excel. Communicate effectively verbally and in writing. Valid driver's license required. This position involves standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders. Ability to lift and move up to 25 pounds to transport files or materials.

About the Employer

The Chancery exists to serve the mission of the Bishop of Charleston to teach, sanctify, and govern the Catholic Church in South Carolina. Led by the Bishop, the Chancery supports the clergy, religious, and lay faithful in fulfilling the Great Commission given to us by the Lord Jesus.