Administrative Assistant - Archdiocese of New Orleans

Administrative Assistant

REPORTS TO: Executive Assistant to the Archbishop

PRIMARY LOCATION: Office of the Archbishop

FLSA STATUS: Non-Exempt

Mission Statement

Impelled by Christ's call, the departments and offices of the Archdiocese of New Orleans

collaborate with the Archbishop to bring about the Reign of God. Guided by the Holy Spirit, we work

in service to parishes, schools, and organizations to evangelize, catechize, and provide pastoral

care to all of God's people in advancement of the saving mission of Christ.

Job Summary

The Administrative Assistant provides essential operational support to ensure the seamless

functioning of the Archbishop's Office. This role is responsible for executive scheduling,

coordinating diverse ministries, and maintaining the daily administrative flow of the archdiocese.

Success requires a high degree of flexibility, a collaborative mindset, and the ability to manage

competing priorities within a fast-paced, mission-driven environment.

Core Responsibilities

Administrative & Clerical Excellence

Correspondence Management: Transcribe, format, and prepare dictation; draft memos and

professional correspondence on behalf of the archbishop.

Information Flow: Manage all incoming/outgoing communications, including digital scanning,

faxing, and physical mail (Postal, FedEx, Interoffice).

Records Management: Maintain a sophisticated filing system for confidential documents; manage

and update the archbishop's daily files.

Office Stewardship: Oversee supply inventory, financial requisition forms, and billing.

Ensure the aesthetic upkeep of the executive suite, waiting areas, and conference rooms.

Logistics & Event Coordination

Meeting Coordination: Lead the planning and execution of the biannual ESP Meeting for

regional Bishops, managing all logistics, correspondence, and billing.

Special Projects: Execute high-priority seasonal initiatives, including the Legislative

Luncheon, interfaith outreach, and the archbishop's donor gift programs.

Relationship & Database Management

Community Outreach: Manage the preparation and distribution of holiday cards and seasonal

liturgical greetings.

List Maintenance: Maintain accurate, up-to-date databases for the Seven Sisters Apostolate

and other key recipient lists.

Collaborative Support

Cross-Departmental Aid: Provide surge support to other Executives in the Chancery, including

the Vicar General and the Office of Canon Law as required.

Operational Continuity: Act as the primary backup for the Executive Assistant, assuming

duties during their absence to ensure uninterrupted office operations.

Qualifications & Competencies

Tech Savvy: Proficient in digital communication, database management, and professional report

writing.

Expert Communicator: Polished verbal and written skills for engaging with diverse

stakeholders and clergy.

Adaptive Team Player: Ability to work collaboratively or independently with minimal

supervision.

High Discretion: Proven history of handling sensitive information with absolute

confidentiality and decorum.

Deadline Driven: Strong organizational skills to manage high-pressure timelines without

sacrificing quality.

Education & Experience

Experience: High School diploma (or equivalent) with 3 years of relevant administrative

experience.

Technical Expertise: Advanced proficiency in Microsoft Office Suite and Adobe Acrobat.

Preferred Background: Prior experience within a Parish or Archdiocesan school setting is

highly valued.

Acknowledgment & Professional Flexibility

I understand that this job description serves as a comprehensive guide and that I am responsible

for performing other duties as assigned to support the mission of the archdiocese. I further

acknowledge that my specific responsibilities may evolve on a temporary or permanent basis to meet

the operational needs of the Office of the Archbishop, even if those duties are not explicitly

detailed in this document.