Executive Assistant, Diocesan Services

Job Description

Position Summary

The Executive Assistant, Diocesan Services supports the Director of Service Strategy and the broader Diocesan Services team through high-level administrative support, scheduling coordination, communication management, meeting preparation, travel coordination, and operational assistance. This role helps maximize the effectiveness of the Diocesan Services division by ensuring administrative excellence, strong organization, and timely follow-through on day-to-day responsibilities.

The Executive Assistant serves as a primary administrative support resource for the Diocesan Services team by coordinating calendars, preparing materials, organizing meetings and logistics, managing communication flow, maintaining records and systems, and supporting client interactions with professionalism and hospitality. This role requires a highly organized, detail-oriented individual who is proactive, dependable, service-minded, and capable of managing multiple administrative priorities in a fast-paced ministry environment.

DESIRED QUALIFICATIONS

Knowledge and Experience Requirements:

Bachelor's degree preferred
Three-to-five years of executive assistant, project coordination, operations, or administrative support experience
Experience supporting senior leaders, executives, or ministry leadership preferred
Non-profit, diocesan, parish, or ministry experience strongly preferred
Experience coordinating meetings, travel, events, and cross-functional projects
Experience using CRM and project management platforms preferred
Skills and Other Qualifications:

Practicing Catholic with a deep love for the Catholic Church
Strong understanding of Catholic culture, diocesan structures, parish life, evangelization, and ministry leadership
Excellent organizational skills and attention to detail
Outstanding verbal, written, and interpersonal communication skills
Strong judgment and ability to manage sensitive and confidential information
Ability to work effectively with bishops, diocesan leaders, pastors, donors, clients, and colleagues
Highly proactive and capable of anticipating needs and solving problems independently
Ability to manage multiple priorities and deadlines in a fast-paced environment
Strong administrative coordination, organization, and follow-through capabilities
High emotional intelligence and relational maturity
Advanced proficiency with Microsoft Office Suite, especially Outlook, Word, PowerPoint, and Teams
Familiarity with CRM platforms, scheduling tools, and virtual meeting technology
Ability to travel occasionally and support on-site meetings and events as needed
KEY RESPONSIBILITY AREAS

Area

Key Responsibilities

Executive & Team Support

Manage and support the workflow, priorities, scheduling, travel, and administrative needs of the Director of Service Strategy and assigned team members to maximize effectiveness, create organizational capacity, and ensure strategic priorities are executed efficiently

Communication & Collaboration

Draft, coordinate, and manage executive communications, presentations, meeting materials, reports, agendas, minutes, and project updates to support alignment, collaboration, and effective communication across diocesan and organizational initiatives

Project & Operations Coordination

Provide administrative coordination and operational support for Diocesan Services initiatives by organizing materials, maintaining project timelines and records, scheduling meetings, tracking action items, and ensuring timely follow-up on assignments and deliverables

Maintain accurate records, reports, CRM updates, expense documentation, contracts, invoices, and other administrative systems to support operational effectiveness and organizational accountability

Meeting & Event Planning

Coordinate logistics, hospitality, scheduling, travel, and materials for diocesan meetings, retreats, trainings, leadership gatherings, and internal events to ensure a professional, organized, and mission-centered experience for participants and partners

CRITICAL SUCCESS CRITERIA

Self-Assurance and Humility: Has deep trust in the Lord and in one's ability to meet most challenges. Inspires self and others to fulfill commitments and achieve a positive outcome. Does not seek personal recognition but is committed to the success and growth of others. Makes it about the other person rather than about self. Invites others to more fully participate and open up. Understands that "I have to do it myself and I can't do it alone." Values excellence and is committed to lifelong growth in holiness, confidence, and competence.

Comfortable with Ambiguity: Has ability to 'go and figure it out' when all necessary information is not available. Is willing to make quick decisions even without all the facts. Handles deviations from routine without assistance; readily accepts changes in procedures, assignments and priorities. Takes change in stride; adapts, improves and overcomes obstacles and challenges. Can balance competing priorities in assignments. Doesn't dwell on the negative or downside of things or decisions.

Resilient Drive: Has the ability and energy to do what it takes to be faithful to God's call and to one's unique role in service to the CLI Vision and Mission. Is motivated to achieve his/her goals and to support the goals of the organization, knowing that that will require effort, flexibility and skill. Anticipates problems and obstacles and brings resourcefulness and a "can-do-spirit" to both short and long-term goals and tasks. Finds satisfaction in the living out of one's purpose and values and in the effort it takes to achieve one's key responsibilities and SMART Goals. Is committed to the development and training that it will take along the way.

Offers of employment are contingent on the successful completion of a background and reference check.

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

https://catholicleaders.isolvedhire.com/jobs/1781690-307099.html

About the Employer

We see a world where each individual understands their God-given mission in life and is doing their best to fulfill it; a world where Catholic leaders are influential voices in society; a world where Jesus' example of loving, servant leadership is modeled in every family, workplace, parish, and community.