Executive Assistant

Description

Purpose and Scope

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position is responsible for effectively managing multiple large-scale special projects performs administrative and clerical duties primarily for the Vicar General/Moderator of the Curia and supports the Chancellor/Vice-Moderator of the Curia. This position works closely with the other Chancery Administrative staff and in collaboration with the Executive Assistants to the Bishops.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Coordinates travel and maintains an accurate calendar of appointments and proactively provides appointment reminders to the Vicar General/Moderator of the Curia.
• Manages the preparation, communication, and scheduling of all meetings with corresponding Vicars, Division Heads and/or Directors, as directed by the Chancellor and the Moderator of the Curia, including and not limited to arranging the appropriate facility, materials, and refreshments/meals when necessary.
• Maintains an organized, up-to-date, and easily accessible filing system for Chancery and Bishop’s Office, while ensuring that correspondence, records, reports, and other related documents are always easily identified and located.
• Responsible for accurately taking and distributing minutes for Presbyterial Council, Review Board, College of Consultors, Directors, Advisory Board-Pastoral Response, Ethics in Ministry Board (EIMB) and other confidential meetings as assigned.
• Greets callers and visitors at the Chancery in a professional manner and appropriately ascertains and directs the nature of each inquiry to the appropriate person.
• Responds to caller inquiries by providing routine information regarding activities and services provided within the Diocese while maintaining confidentiality to sensitive personnel and business information.
• Takes messages and arranges appointments with the appropriate person when necessary.
• Receives, reads, sorts and routes incoming business mail and internal memos for Vicar General/Moderator of the Curia.
• Prepares and delivers outgoing mail to the mail/print center.
• Provides telephone and office area coverage.
• Assists and directs social services inquiries to the appropriate agency and parish, while maintaining a current list of parishes and their corresponding boundary map to be used for directing people in need.
• Accurately composes, types, and formats correspondence, reports, bulletins, memorandums, minutes, and other documents.
• Develops and prepares the necessary information for all corresponding meetings for the Vicar General/Moderator of the Curia, including and not limited to arranging facility and meals when necessary.
• Provides statistical information for other Diocesan offices and parishes.
• Assists with preparation of the budget for the Vicar General/Moderator of the Curia and the Director of Ecumenism.
• Maintains accurate and up to date diocesan printed information to be included in the Official Catholic Directory.
• Assists appropriate organizations with the application process for tax exempt status under the United States Catholic Conference and inclusion and the miscellaneous section of the Official Catholic Directory in coordination with the Office of Parish Administrative Services.
• Files correspondence, documents and other records as directed by the Vicar General/Moderator of the Curia.
• Assists in receiving, reading, sorting, and routing incoming business mail and internal memos. May also be required to assist in the preparation and delivery of outgoing mail to the mail/print center.
• Works in collaboration with the Bishop’s and other Chancery Administrative Staff by providing clerical support whenever the need arises.
• Maintains diocesan policies for Vicar General/Moderator of the Curia and sends to Web Master for posting. Supports the policy committee by taking minutes, preparing meeting materials, and maintains the policy taxonomy.
• Collaborates with Media Relations Specialist to ensure Diocesan events calendar is updated as needed.
• Maintains the website for the Chancery and updates to the DPC HUB.
• Provides support to the Vicar General/Moderator of the Curia in preparation for meetings by preparing meeting materials, communication, etc.
• Leads the development, coordination, and implementation of all special projects, large scale meetings and events as directed by the Moderator of the Curia and the Chancellor.
• Schedules celebrants for daily staff Mass at the Diocesan Center Chapel and arranges for priest stipends for these corresponding Masses.
• Coordinates invitations/guest lists for sponsorship of fundraising event.
• Oversees details for the annual Advisory Board and staff retreats.
  
  

Additional Job Functions

• Performs any job-related tasks necessary as assigned by the Vicar General/Moderator of the Curia, the Chancellor/Vice-Moderator of the Curia, Director of Ecumenism or Bishops’ Priest Assistants.
  
  

Requirements

Knowledge, Skills, and Abilities Required

• Working knowledge of general office procedures, including secretarial techniques, accurate record keeping, filing, and attention to detail.
• Experience in project management.
• Excellent verbal and written communication skills, including the ability to compose effective business communications in both English and Spanish.
• Ability to work independently, set schedules, prioritize tasks, and work with other members of the office in a team setting.
• Ability to demonstrate a high-level of professionalism and confidentiality required when interacting with people of varying backgrounds.
• Ability to take initiative to solve problems.
• Ability to communicate well in person and over the telephone in English and Spanish.
• Working knowledge of Microsoft applications (Word, Excel, Access, Outlook) and ability to perform tasks in financial software.
• Ability to effectively and accurately conduct research and assemble statistical data.
• Ability to multi-task and work efficiently with other Chancery Administrative staff members.
  
  

Minimum Qualifications

• Associates degree or equivalent certificate.
• Three years working experience in a related position with similar job functions.
• Ability to speak and write in Spanish is preferred.
• Must have knowledge of Catholic Church teachings and structures.
• Active practicing Catholic who is in full communion with the Roman Catholic Church.
  
  

Work Environment

• This job operates in a professional office environment.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
  
  

Physical Demands

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend, or stand, as necessary.
  
  

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.