Senior Administrative Assistant - Department of Parish Lead

Job Description

The Archdiocese of Indianapolis is seeking a highly organized, detail oriented Senior Administrative Assistant to support the work of the Department of Parish Leadership of supporting pastors and parish leaders as they make disciples across the Archdiocese. This role provides essential administrative and logistical support to department staff and assists the Executive Director of the Secretariat of Evangelizing Catechesis with select events and initiatives.

The ideal candidate is mission driven, collaborative, and able to manage multiple priorities while maintaining exceptional communication and professionalism. A strong customer service mindset, dedication to building positive relationships with parish staff, and a welcoming, helpful spirit are essential.

Key Responsibilities
-Provide comprehensive administrative support to the Department of Parish Leadership under the direction of the Senior Director.
-Coordinate Confirmation letter processes, including tracking, distribution, and preparation of summary binders for the Archbishop.
-Maintain timely communication with staff regarding project timelines and requested items.
-Assist the public by providing basic information about parish evangelization, catechesis, youth ministry, and young adult ministry, or direct inquiries to the appropriate staff member.
-Manage logistics for department led gatherings of parish leaders, including registrations, communications, catering, billing, and coordination with host sites.
-Maintain accurate databases of parishes, pastors, and parish leaders.
-Manage the department's master calendar of events.
-Track contracts, agreements, stipends, and related documentation.
-Handle billing, invoicing, assessments, check requests, reimbursements, and deposits.
-Order office supplies and coordinate facility, equipment, or environmental maintenance requests.
-Provide administrative support for events and initiatives of the Secretariat of Evangelizing Catechesis.
-Support the planning and hosting of several annual special events sponsored by department offices.

Qualifications

Required:
-High school diploma or equivalent.
-At least 3 years of experience in an office setting.
-High Proficiency with Microsoft Office 365.
-Strong communication, organization, and customer service skills.
-Ability to manage multiple tasks and meet deadlines.
-High attention to detail and follow through.
-Ability to maintain confidentiality.
-Self motivated and able to work with minimal supervision.
-Valid driver's license.
-Ability to complete Archdiocese Code of Conduct compliance, Child Safety Training, and background screening.

Preferred:
-Associate degree.
-Experience with or willingness to learn software such as Zoom, MS Teams, Permission Click, DocuSign, Acceptiva, Eventbrite, SurveyMonkey, Flocknote, Canva, and others.
-Familiarity with or willingness to support the mission of the Catholic Church.

Working Conditions
-Extensive communication via phone, email, and in person interactions.
-Ability to sit, stand, and move throughout an office environment.
-Occasional lifting up to 50 lbs.
-Occasional evening and weekend work.
-Regular use of office equipment and computer systems.
-Ability to work onsite at the Indianapolis office.

About the Employer

The Roman Catholic Archdiocese of Indianapolis comprises 125 parishes, 69 schools, five Catholic Charities agencies and many offices of ministry across central and southern Indiana.