Executive Assistant

St. John the Baptist is seeking a highly organized and compassionate individual to serve as Executive Assistant to support our Pastor, Fr. Carlson. The ideal candidate is a highly professional communicator with a heart for the mission of the Catholic Church, and also one who can anticipate needs before they come up. This role is both pastoral and administrative in nature. 

In addition to supporting the Pastor, this role will be responsible for administrative functions relating to weddings, baptisms, funerals and new parishioner registration. The individual in this role will have the opportunity to accompany and minister to others throughout the many seasons of life.

Representative Duties:

• Calendar and Scheduling Support - Coordinate and manage the Pastor’s calendar, including liturgical events, meetings, appointments, and pastoral visits. Anticipate and resolve scheduling conflicts with discretion and efficiency.

• Communications Management - Monitor and manage the Pastor’s email and phone calls, prioritizing messages and responding on behalf of the Pastor when appropriate. Ensure communications are timely, respectful, and pastorally sensitive.

• Correspondence and Documentation - Draft, format, and proofread emails, letters, announcements, and other communications. Maintain appropriate tone and confidentiality in all written materials.

• Administrative and Clerical Support - Register new parishioners, organize files, maintain records, and manage general office needs.

• Point of Contact – Serve as a liaison between the Pastor and parishioners, staff, diocesan offices, and community contacts. Represent the Pastor with warmth, professionalism, and respect.

• Confidentiality and Discretion - Handle sensitive information, including pastoral matters and personnel-related content, with the highest degree of confidentiality and integrity.

• Funerals - Coordinate and act as a resource and support for families during planning and preparation for funerals, including coordination of staff and volunteers needed for funeral, and production of funeral service materials.
• Weddings - Coordinate wedding scheduling and marriage preparation activities, including coordination of staff and volunteers.
• Baptisms – Coordinate Baptism classes and scheduling of all Baptisms
• Other Liturgical Needs - Prepare other liturgical documents as may be needed; support Pastor in preparing for special Masses, including Advent, Christmas, Lent, the Triduum and Holy Days of Obligation.
• Additional areas of responsibility may be added as needed for the parish if capacity allows.

• Practicing faithful Catholic in full communion with the Church.
• A strong understanding of, commitment to, and passion for the mission of the Catholic Church and Catholic education as defined by the Church is required.
• Prior experience as an executive assistant or administrative professional in a pastoral or nonprofit setting is preferred.
• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• High level of discretion, integrity, and emotional intelligence.
• Ability to prioritize tasks and manage time effectively with limited supervision.
• Proficiency in Microsoft Office, Google Workspace, and other common administrative tools.
• Understanding of or familiarity with Catholic faith, liturgical calendar, and parish life is strongly preferred.

Please send cover letter and resume to Fr. Carlson at fr.carlson@stjohns-excelsior.org