Executive Assistant to Pastor

The Executive Assistant will provide support to the Pastor with a high level of professionalism and discretion in a manner that reflects positively on the church and Archdiocese of Saint Paul and Minneapolis. He/she will provide administrative and personal support with kindness and warmth that will foster a parish environment of collaboration, hospitality and mission-driven service and help ensure the smooth and efficient operation of the parish office and ministries.

KEY RESPONSIBILITIES (Mental Demands):

Pastor Assistance

• Represent the Pastor and church in a positive light through great follow-through while managing sensitive matters with a high level of confidentiality, discretion and good judgment
• Assist with Pastor’s daily time management
• Sustain Pastors daily calendar of meetings and events including resolving any scheduling issues
• Manage the Pastor’s contacts
• Draft correspondence such as emails and letters
• Serve as the liaison between Pastor and internal/external people including the fielding of phone calls and emails, respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff with the direction and guidance of the Pastor
• Prepare Word, Excel, PowerPoint presentations, decks, agendas, reports, special projects and other documents and/or correspondence for internal announcements, meetings and organizations in support of the Pastor
• Take accurate and comprehensive notes at meetings executing on necessary follow-up
• Assist with special projects by coordinating resources and tracking progress
• Run errands as requested
• Coordinate logistics for travel, including flights, accommodations, ground transportation, itineraries and complete expense reports
• Coordinate events and speaking engagements
• Manage documents and confidential information
• Welcome the Pastor’s guests by greeting them, in person, on the phone, or on video calls, including answering inquiries
• Conserve the Pastor’s time by briefing him on necessary information in advance
• Complete other projects assigned, including miscellaneous day-to-day support of the pastor's office, rectory, and parish operations, including occasional logistical or errand-related tasks
• Attend all required meetings
• Improve process and communication streams when needed
• Other duties as assigned

People & Partnerships

• Serve as a liaison to the Parish Council and other church leaders, and staff
• Organize and coordinate executive outreach and external relations efforts and oversee special projects
• Recognize, foster and maintain appropriate boundaries with fellow employees, parishioners, visitors and vendors

Culture Contribution

• Demonstrate the ability to exercise good judgement, confidence and discretion in diverse situations
• Help create a productive environment of harmony, good morale, and cooperative teamwork, evaluating and taking corrective action when appropriate
• Help to facilitate effective communication between employees and volunteers at the parish
• Be a champion of parish mission and vision

General Skills, Attributes and Requirements

• Show strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities and work without supervision
• Value punctuality and being ready for work whenever the position requires. This includes recognizing when situations require additional effort
• Prioritize timeliness, adhering to deadlines and ensuring all is complete and ready
• Exhibit moral, ethical, legal, and financial standards of civil and canon law, and Catholic Church teaching
• Possess professionalism in behavior, speech, and dress
• Ability to think outside of the box with a sense of urgency
• Maintain a pleasant disposition and can-do attitude
• Comply with policies and procedures as outlined in the Employee Handbook
• Assist and support the administration in implementing policies and rules governing employment law practices, conduct and behavior

• Bachelor's degree or equivalent experience
• A minimum of 2+ years of successfully working in an executive assistant role supporting an executive level leader in a secular or non-secular environment
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Proficiency in G-Suite (gmail, google docs/sheets/slides, etc.)
• Ability to work outside the parish office hours as dictated by the needs of the Pastor for projects, meetings and events
• Excellent communication and time management skills with proven ability to meet deadlines
• Ability to communicate effectively and professionally
• Creative and enjoy working within an entrepreneurial environment
• Meet all PCYI Requirements

Qualified candidates should send a current resume and a list of references to HR@nativitystpaul.org for consideration.