Executive Administrative Assistant

Job Description

General Summary of the Position

To further the spiritual and religious mission of the Diocese of Dallas by serving as Executive Assistant for the Bishop of the Diocese of Dallas. This position will provide support to the Bishop, acting with little supervision, proactively anticipating needs, managing the day-to-day workflow, prioritizing various projects, including heavy and exacting scheduling, contact management, preparing meeting materials, and participating in a wide range of projects. Additionally, this position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This position performs advanced administrative functions and keeps complex records. Decisions are made independently (within the scope of the job) and contain frequent new and varied work situations. Contacts frequently involve confidential/sensitive matters necessitating discretion.

Essential Duties and Responsibilities of the Position

• Exercise broad discretion in reviewing information from multiple sources to determine whether legal or ecclesiastical review is necessary.
• Review and respond to a broad range of internal and external communications.
• Draft, edit, and review letters to ecclesiastical, legal, and civil authorities.
• Manages multiple calendars, prioritizing conflicting requirements and coordinating multiple diocesan events.
• Orchestrate travel schedule and arrangements for Bishop.
• Maintain current mailing list and email list for all clergy, seminarians, and deacon aspirants for the Bishop's use.
• Prepare materials (e.g., agenda, minutes, etc.) for appointments, meetings, and conferences.
• Direct the organization and execution of Bishop's social functions and special events.
• Direct day-to-day activities of the Bishop's office, including office management functions
• Direct regular maintenance of the Bishops' residence.
• Supervise and arrange for payment of cleaning, lawn service, trash removal, cable bill, etc.
• Submit and track expenses for Bishop's office and residence.
• Maintain Bishop's personal mailing list and assist in purchasing and mailing cards and gifts.
• Initiates letters/cards for the office, i.e., Get Well, Sympathy, Congratulatory, Appreciation, Feast, and Jubilee cards.
• Maintain and update highly confidential parish, clergy, and legal files, ensuring appropriate files are moved to diocesan archives.
• Develop and maintain database to track clergy assignments and other confidential clergy information.
• Maintain current copy of Bishop's Curriculum Vitae and respond to external and internal requests for Information.
• Receive, screen, return, and place calls for the Bishop. Reserve and initiate conference calls and meetings when needed. Greets guests when they arrive.
• File and record all correspondence associated with the office.
• Provide secretarial assistance at various meetings. Record and distribute agendas, minutes, and mailings.
• Prepare the Confirmation schedule for the Bishop. Track and maintain required parish forms and reports, and communicate with delinquent reporters.
• Monitor supplies and order necessary materials for office use. Maintain appropriate inventory levels.
• Prioritize inquiries and requests while troubleshooting conflicts: make judgments and recommendations to ensure smooth day-to-day engagements.
• Other duties as assigned.

Additional Ministerial Responsibilities:

• Performs a full range of administrative and executive support activities for the Bishop.
• Maintains accurate and complete files for the Bishop.
• Composes memos, emails, and correspondence on matters not requiring personal response from the Bishop. Composes and types own correspondence on matters not requiring personal response from the Bishop.

Position Requirements

Knowledge, Skills, and Abilities:
• High level of proficiency with computers, including Microsoft Office (Outlook, Word, Excel, PowerPoint, Access, etc.), Adobe.
• Excellent time management skills and ability to meet deadlines.
• Must be able to work within established guidelines of authority.
• Must be able to make decisions quickly within the area of expertise.
• Extensive experience in a professional office environment.
• Proven ability to organize files, events, and materials successfully.
• Proven ability to communicate successfully in verbal and written form.
• Ability to maintain strict confidentiality in all matters.
• Must consistently have a very professional demeanor, pristine appearance, and strong interpersonal skills.
• Ability to approach people in a manner that is warm, welcoming, and promotes cooperation.
• Must consistently be extremely results-oriented and have a strong ability to get things across the finish line.
• Knowledge of another language (Spanish) is highly desirable.
• Ability to adjust schedule based on the needs of the Bishop (e.g., flexible hours, weekends, or evening work).
• Must be extremely flexible and fluid as priorities change.
• Good analytical and problem-solving skills.

Education and Experience:
• Bachelor's Degree.
• Ten years' minimum, providing administrative services to senior-level executives.
• Experience with a non-profit organization required.

Special Requirements:
• This position works in a traditional office environment.
• Must be flexible and available to work 8 AM to 5 PM five days a week, with overtime and potential weekend work.
• Practicing Catholic with a working knowledge of and a strong commitment to the mission of the Catholic Church and religious life.

Physical Requirements Specific to the Job:
• While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; use fingers and hands to control a computer mouse, type or write; reach with hands and arms; talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, and the ability to adjust focus.
• Ability to travel by automobile, as needed, in the course of the position.

DO NOT REMOVE
This Position Description is not intended to represent an exhaustive list of duties and responsibilities of the position. The duties and responsibilities of the position may be changed at the sole discretion of the Diocese of Dallas Pastoral Center, which reserves the right to modify this Position Description without notice to the employee. This Position Description is not a contract and does not alter the employee's at-will employment status.

About the Employer

The Catholic Diocese of Dallas promotes the love of God and the teachings of Jesus Christ in our local community and beyond. We strive to foster spiritual growth, encourage active participation in the sacramental life of the Church, and support the development of strong, loving relationships among our members.