Executive Assistant

Job Description

EXECUTIVE ASSISTANT
Position Title: Executive Assistant (EA)
Reports to: Pastor
Receives Work Direction from: Pastor
Direct Reports: None
Provides Work Direction to: None
FLSA Status: Non-Exempt
Work Schedule: 12 months, 32-40 hours per week. 8:30 - 4:30 (flexed occasionally for events, meetings etc., outside of business hours as needed)
Date of Update: 09/15/25
Benefit Eligibility: Yes

POSITION SUMMARY:
The Executive Assistant will provide support to the Pastor with a high level of professionalism and discretion in a manner that reflects positively on the church and Archdiocese of Saint Paul and Minneapolis. He/she will provide administrative and personal support with kindness and warmth that will foster a parish environment of collaboration, hospitality and mission-driven service and help ensure the smooth and efficient operation of the parish office and ministries.

GENERAL RESPONSIBILITIES:
Employment in and by the Catholic Church is substantially different from secular employment. All Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Catholic Church. Their behavior must not violate the faith, morals or laws of the Church or Archdiocese of Saint Paul and Minneapolis, nor can it embarrass the Church or give rise to scandal. It is expected that all employees respect the Catholic doctrine and religious practices. Reasonable accommodations for the religious practice of employees not of the Catholic Faith will similarly be provided. This position does not require the employee be a Catholic.

1) KEY RESPONSIBILITIES (Mental Demands):
A. Pastor Assistance
a. Represent the Pastor and church in a positive light through great follow-through while managing sensitive matters with a high level of confidentiality, discretion and good judgment
b. Assist with Pastor's daily time management
c. Sustain Pastors daily calendar of meetings and events including resolving any scheduling issues
d. Manage the Pastor's contacts
e. Draft correspondence such as emails and letters
f. Serve as the liaison between Pastor and internal/external people including the fielding of phone calls and emails, respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff with the direction and guidance of the Pastor
g. Prepare Word, Excel, PowerPoint presentations, decks, agendas, reports, special projects and other documents and/or correspondence for internal announcements, meetings and organizations in support of the Pastor
h. Take accurate and comprehensive notes at meetings executing on necessary follow-up
i. Assist with special projects by coordinating resources and tracking progress
j. Run errands as requested
k. Coordinate logistics for travel, including flights, accommodations, ground transportation, itineraries and complete expense reports
l. Coordinate events and speaking engagements
m. Manage documents and confidential information
n. Welcome the Pastor's guests by greeting them, in person, on the phone, or on video calls, including answering inquiries
o. Conserve the Pastor's time by briefing him on necessary information in advance
p. Complete other projects assigned, including miscellaneous day-to-day support of the pastor's office, rectory, and parish operations, including occasional logistical or errand-related tasks
q. Attend all required meetings
r. Improve process and communication streams when needed
s. Other duties as assigned

B. People & Partnerships
a. Serve as a liaison to the Parish Council and other church leaders, and staff
b. Organize and coordinate executive outreach and external relations efforts and oversee special projects
c. Recognize, foster and maintain appropriate boundaries with fellow employees, parishioners, visitors and vendors

C. Culture Contribution
a. Demonstrate the ability to exercise good judgement, confidence and discretion in diverse situations
b. Help create a productive environment of harmony, good morale, and cooperative teamwork, evaluating and taking corrective action when appropriate
c. Help to facilitate effective communication between employees and volunteers at the parish
d. Be a champion of parish mission and vision

D. General Skills, Attributes and Requirements
a. Show strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities and work without supervision
b. Value punctuality and being ready for work whenever the position requires. This includes recognizing when situations require additional effort
c. Prioritize timeliness, adhering to deadlines and ensuring all is complete and ready
d. Exhibit moral, ethical, legal, and financial standards of civil and canon law, and Catholic Church teaching
e. Possess professionalism in behavior, speech, and dress
f. Ability to think outside of the box with a sense of urgency
g. Maintain a pleasant disposition and can-do attitude
h. Comply with policies and procedures as outlined in the Employee Handbook
i. Assist and support the administration in implementing policies and rules governing employment law practices, conduct and behavior

2) SKILLS AND QUALIFICATIONS
• Bachelor's degree or equivalent experience
• A minimum of 2+ years of successfully working in an executive assistant role supporting an executive level leader in a secular or non-secular environment
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Proficiency in G-Suite (gmail, google docs/sheets/slides, etc.)
• Ability to work outside the parish office hours as dictated by the needs of the Pastor for projects, meetings and events
• Excellent communication and time management skills with proven ability to meet deadlines
• Ability to communicate effectively and professionally
• Creative and enjoy working within an entrepreneurial environment
• Meet all PCYI Requirements

3) PHYSICAL DEMANDS:
• Ability to work required hours per week
• Ability to move throughout the campus buildings, including walking up and down stairs
• Ability to answer phone and keyboard for most of the working hours
• Ability to lift and move 20 pounds using proper techniques
• Ability to sit for long periods of time

About the Employer

Our website: https://nativitystpaul.org/

The Nativity of Our Lord mission is three-fold, aligning with the liturgical seasons of Advent and Christmas and centering upon, fittingly, the celebration of the Nativity of Our Lord itself:

1.) Prepare the Way of Our Lord,
2.) Celebrate "God With Us," and
3.) Shine with the Light of Christ.