Administrative Assistant & Meeting Facilitator

Position Summary:

The person in this position will primarily assist the Archbishop’s Senior Executive Assistant in supporting the Archbishop and the ongoing work of his office.

The person will additionally support committees of the Office for the Renewal of Structures, as needed, in facilitating meetings that will be chaired by the Auxiliary Bishops, Vicar General, Chief Operating Officer and others in leadership.

Essential Functions of the Position:

• Works with a high volume and variety of general office administrative duties, both efficiently and accurately, in support of the Archbishop’s Office;
• Assists with events and appointments relative to the daily and long-term calendar of the Archbishop, both within and outside of the Archdiocese;
• Assists with communication between the Archdiocesan Offices and the Office of the Archbishop;
• Maintains efficiencies with workflow to ensure timely follow-up on letter correspondence and emails;
• Assists with sorting and screening mail and correspondence to the Archbishop from all sources ensuring confidentiality, when necessary, with items received and sent; takes direction on how certain requests should be handled and provides responses when appropriate;
• Provides assistance in the ongoing development and maintenance of electronic and paper record/management systems.
• Assists the chairs of Renewal of Structures Committees, as needed, and the Associate Director, Office for the Renewal of Structures, in facilitating meetings, before, during and after each meeting.
• Works with committee chairs and Associate Director, Office for the Renewal of Structures to create and distribute detailed meeting agendas, clearly outlining the meeting's purpose and topics to be covered.
• Takes accurate and comprehensive notes during meetings, ensuring key points and action items are recorded while assisting the chair to keep the team focused and on schedule.
• Ensures meeting notes are communicated to all attendees post-meeting, along with a summary of key takeaways and action items while tracking action items and decisions ensuring follow-through.

 Job Requirements (Knowledge, Skills and Abilities):

• Excellent communication skills both verbal and written;
• An active, practicing Catholic, in good standing with the Church, with knowledge and understanding of the Roman Catholic Church and Catholic Social Teaching.
• Ability to exercise discretion, good judgment, and initiative;
• Demonstrated proficiency with MS Office, Word, Excel, PowerPoint, and OneDrive;
• Ability to prioritize, multi-task, and meet deadlines with minimal supervision;
• Diplomatic, tactful, and discreet especially when dealing with confidential matters;
• Ability to work in collaboration with others;
• Superior telephone manners and strong interpersonal skills;
• Efficient with technology and systems;
• Exceptional organizational skills.

Job Qualifications: (Education and Experience):

• College degree or equivalent relevant experience/ Five years working in a professional environment
• Experience in supporting meetings (i.e. developing agendas, taking minutes, scheduling meetings)
• A certificate and/or experience in meeting facilitation not required, but would be an added bonus

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.
• Will include occasional evening and weekend meetings.

Please submit your resume and cover letter to Human Resources at hr@archspm.org by Friday, September 26th, 2025. Earlier submissions are welcome.

Full-time position benefits:

• Medical and dental benefits
• 403(b) retirement fund with 3% employer match
• 16 paid holidays
• 3 personal days, 7 sick days, 15 vacation days