Executive Assistant to the Vicar General

Job Description

Executive Assistant to the Vicar General and Moderator of the Curia

Reports to: Vicar General and Moderator of the Curia
FSLA Status: Non-Exempt

The person in this position is to demonstrate Catholic, moral, compassionate, and professional behavior in all aspects of day-to-day operations, with complete confidentiality. The Administrative Assistant is to provide superior organization, maintain accurate records, and ensure the quality of consistent professional communication.

The Executive Assistant is directly responsible for administering a wide range of complex and confidential administrative functions. These responsibilities include frequent communication and interaction with clergy, religious, employees, and parishioners from both inside and outside the Archdiocese. This position requires a broad range of skills and the ability to exercise good judgment, initiative, and discretion. He or she must be a practicing Catholic in good standing with the Catholic Church.

The person in this position is expected to work cooperatively with the other Chancery staff, particularly with the Executive Assistant to the Archbishop.

Essential Duties and Responsibilities

• Ensure the Vicar General is equipped with necessary information and support to accomplish his responsibilities.
• Maintain an annual calendar of events and related responsibilities.
• Answer/direct phone calls; greet visitors and handle all inquiries and requests in a friendly and professional manner.
• Serve as back-up for the Executive Assistant to the Archbishop.
• Manage incoming and outgoing mail, both physical and electronic.
• Properly prepare, receive, and maintain dispensations, permissions, suitability letters, and other confidential documents, along with any necessary summaries or reports.
• Manage the transfer and receipt of marriage files to and from other dioceses.
• Transcribe dictated letters and memos for Vicar General's signature. Compose letters and memos at his request.
• Prepare rough drafts and final replies to routine correspondence.
• Prepare and send weekly The Messenger.
• Prepare liturgical programs for Archdiocesan and Holy Week Masses.
• Process credit card bills and other check requests for Vicar General's signature.
• Organize and coordinate priests/speakers for Mission Co-Op Sunday.
• Assist in scheduling and organizing the annual priest retreat and priest convocation.
• Order and/or pick up office and other supplies for the Chancery and Cathedral Rectory.
• Ensure that all office equipment is operational.
• Maintain the key inventory for all downtown Archdiocesan buildings.
• Open and close the Cathedral on weekdays when Cathedral staff is not available.
• Oversee maintenance and repairs at the Chancery and Cathedral Rectory in coordination with the archdiocesan Facilities Manager.
• Support the Church's spiritual and pastoral mission.
• Perform other duties as assigned.

Essential Skills:

• Valid driver's license and his/her own transportation. Some traveling around the Archdiocese will occasionally be required.
• Possess problem-solving skills, comfortable with multi-tasking.
• People oriented; work collaboratively well with co-workers.
• Good written and verbal skills.
• Computer skills in Outlook, Word, Excel, Publisher, and other applications.
• Proficient in using the internet.
• Proficient in operating office equipment.
• Able to maintain confidentiality.
• Must satisfactorily complete the required background and reference checks.
• Must complete Archdiocesan Safe Environment training and other required training.

Educational Requirements:

• College degree preferred.
• Three to five years of experience as an assistant or experience in a related field.

Physical Requirements:

Employee is regularly required to sit for extended periods of time, but also stand, walk, reach with hands and arms, bend, stoop, reach above shoulder level and occasionally lift, push, pull or carry objects of up to 25 pounds. Employee is required to use hands in repetitive motions, handles objects, talk and hear. Specific vision abilities required include close vision, depth perception and ability to adjust focus.

Work Requirements:

Regular office hours Monday - Friday. Requires variable hours on occasion and occasional on-call response after regular business hours. Requires some weekend, holiday and evening work for events.

Interested candidates should submit their resume to Mrs. Vicki Stricklin, Director of Human Resources at vstricklin@mobarch.org by July 7, 2025, or mail resume to Post Office Box 230, Mobile, AL 36601.

About the Employer

Comprises the lower 28 counties of the State of Alabama with a estimated catholic population of 65,000.