Executive Assistant

Job Description

Job Title: Executive Assistant
Location: Diocese of Peoria, Spalding Pastoral Center
Reports to: Chief Operating Officer
Job Type: Full-time

The Catholic Diocese of Peoria is seeking a highly capable, resilient, and proactive Executive Assistant to support our Office of the Chief Operating Officer in a demanding yet rewarding environment.

About the Role
This is not a traditional EA role - it is a strategic collaborator position that requires exceptional organizational skills, composure under pressure, and the ability to thrive in a fast-paced, high-intensity workplace where priorities shift rapidly. The EA will act as the COO's right hand, managing a complex and dynamic workload while ensuring seamless operations at the executive level. If you excel in busy environments, anticipate needs before they arise, and deliver results with minimal supervision, this role is for you. The EA will be joining at a historic time in the history of the Diocese and for the Church (i.e. Fulton Sheen).

What You Will Do
• Provide comprehensive administrative and operational support to the COO, including calendar management, travel coordination (when needed), and meeting preparation.
• Manage the COO's extremely dynamic schedule, prioritizing competing demands, resolving conflicts, and protecting focus time in a rapidly changing environment.
• Act as a gatekeeper and liaison between the COO and internal teams and external stakeholders.
• Prepare high-quality materials for executive meetings, board presentations and strategic offsites (decks, reports, agendas, briefing documents).
• Handle highly confidential information with discretion and impeccable judgment.
• Anticipate needs and proactively solve problems before they escalate.
• Track and drive key follow-ups, action items, and deliverables on behalf of the COO.
• Support special projects and strategic initiatives as assigned by the COO.
• Manage multiple high-priority projects simultaneously while maintaining exceptional attention to detail.

What You Need
To be considered for this role, you must meet the following requirements:
• Experience: 5+ years of experience as an Executive Assistant, preferably supporting C-level executives (COO, CEO, or equivalent such as a law firm) in a fast-paced, high-growth company (tech, startup, law, finance, or similar high-intensity industries strongly preferred).
• Proven ability to thrive in a high-intensity, ambiguous, and rapidly evolving work environment.
• Exceptional organizational and multitasking skills with the ability to manage multiple competing priorities without dropping the ball.
• Strong project management skills and experience driving cross-functional initiatives.
• Proficiency in Microsoft 365 suite, which includes Microsoft Planner, Microsoft Teams, SharePoint, and OneDrive, and or Microsoft Office Suite (especially PowerPoint, Excel, and Outlook) and modern collaboration tools such as Slack, Notion, Google Workspace, etc.
• Excellent written and verbal communication skills - you are clear, concise, and professional under pressure.
• High emotional intelligence, discretion, and the ability to build strong relationships across all levels of the organization.

Physical and Work Requirements
• 8:30 am to 4:30 pm, M-F with occasional travel
• Ability to work flexible hours and be available outside regular business hours when needed (evenings/weekends on occasion).

Preferred Qualifications
• Bachelor's degree preferred (or equivalent experience)
• Familiarity with the Catholic Faith

What You Will Get
• Salary Range: $50,000 - $60,000 per year
• Medical, dental, prescription, and vision plans to keep you and your family healthy
• Paid Time Off: Vacation, sick leave, and holidays
• Retirement Savings: A 403(b)-retirement plan with employer matching contributions
• Long-term disability coverage
• Life Insurance

To Apply: Please submit your resume along with a brief note explaining why you thrive in high-intensity environments and what excites you about supporting a COO in a fast-paced setting.

Submit your application through https://www.applitrack.com/cdop/onlineapp/JobPostings/view.asp?FromAdmin=true&AppliTrackJobId=775

Equal Employment Opportunity Statement
The Catholic Diocese of Peoria is committed to ensuring that all recruiting, hiring, training, promotion, compensation, and other employment-related programs are provided fairly to all persons on an equal opportunity basis. As such, the Diocese prohibits discrimination, harassment, and/or retaliation of any kind against an applicant or employee on the basis of their actual or perceived race or traits associated with race, color, national origin, ancestry, age, sex, disability or association with a disabled person, military or veteran status, genetic information, citizenship, order of protection status, or any other applicable legally protected status or characteristic.

About the Employer

The mission of the Diocese of Peoria is rooted in the command of Christ: "Go Make Disciples." Rooted in Catholic tradition, the Diocese proclaims the Gospel, celebrates the Sacraments, and serves others in the name of Jesus Christ. Under the leadership of Bishop Louis Tylka, the Diocese is actively working to become an even more vibrant, mission-driven, and sustainable Church.