Executive Assistance

Job Description

Purpose of Position:
The Diocese of Great Falls-Billings seeks a mission-driven, highly organized Executive Assistant & Receptionist to support the leadership of the Pastoral Center. This dual-role position provides high-level administrative support to diocesan leadership while also serving as the welcoming face of the diocesan office. The ideal candidate will be a practicing Catholic who demonstrates professionalism, discretion, and a heart for service.

Essential Duties/Responsibilities:
Executive Assistant Duties:
• Provide administrative support to the Executive Team (Bishop, Vicar General, CFO, COO) and other members of the Pastoral Center leadership team.
• Manage calendars, schedule appointments, and coordinate meetings and diocesan events.
• Draft, edit, and distribute correspondence, reports, and official Church documents.
• Maintain confidential records and files in accordance with diocesan and canonical standards.
• Coordinate travel arrangements and logistics for diocesan leadership.
• Assist with diocesan communications, including bulletins, newsletters, and website updates.
• Support special projects, pastoral initiatives, and liturgical planning as needed.
• Provide secretarial assistance to Committees, Councils, and Boards for Administration to include recording and distribution of agendas, minutes, and mailings; maintain records of terms and monitor expiration of terms of office/membership.
• Coordinating mail merging and bulk mailings.
• Receiving and accounting of cash payments made to Diocese through the Pastoral Center following proper protocols and controls in collaboration with the business office.

Receptionist Duties:
• Greet and assist visitors to the Pastoral Center with warmth and professionalism.
• Answer and direct incoming phone calls and emails.
• Manage incoming and outgoing mail and deliveries.
• Maintain a clean and welcoming reception area.
• Provide general information and assistance to clergy, parish staff, and the public.

Other Duties:
• Other duties as assigned.
Qualifications:

Education:
• High school diploma or equivalent required.
• Associate or bachelor's degree in Business Administration, Communications, Theology, or a related field preferred.
• Safe environment Background Check & Training completed https://greatfalls.cmgconnect.org and on an ongoing basis required
• Practicing Roman Catholic in good standing with the church.

Experience:
• Minimum of 3-5 years of administrative experience, preferably in a Church, nonprofit, or mission-driven organization.
• Experience in receptionist or front desk roles is highly desirable.
• Experience supporting senior leadership or clergy is a plus.

Knowledge, Skills and Abilities:
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and office management tools.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Excellent organizational and time management skills.
• Exceptional interpersonal skills and ability to work collaboratively with a friendly and professional demeanor with a welcoming presence.
• Relationship-building expertise
• Strong work ethics, self-reliant, professional demeanor, and a helpful personality

Preferred Qualifications:
• Bilingual (English/Spanish) is a plus.
• Experience with Church management software (e.g., ParishSOFT, Realm).
• Understanding of diocesan structures beneficial.
• Familiarity with Catholic liturgical and ecclesial terminology is a plus.

Other Characteristics:
• Integrity
• Respectful and kind
• Creative
• Perseverance
• Positive optimistic attitude
• Attention to detail
• Passionate about work

To apply please submit your cover letter, resume and Diocesan application
Employment-Application, to:
• Human Resources Director Kimberly Gaa at kgaa@diocesegfb.org .
• Please include in the subject line the position you are applying for and your last name.
• The Diocese will contact preferred candidates for interviews.
• Hiring may occur at any time during this announcement posting.

About the Employer

We, the people of the Roman Catholic Diocese of Great Falls-Billings, from diverse backgrounds yet guided by the same Spirit, are working together in Eastern Montana to forge new dimensions in our church. The sacred richness of our land and people shapes us. Rooted in the Eucharist and Catholic Tradition, we are living witnesses who struggle to embody the values of Christ's reign. We commit ourselves to discover and make known God's presence in our world by living the Gospel joyfully, working for justice and peace, and continuing our spiritual growth through a lifetime.