Established in 1848, St. David's Episcopal Church is the oldest church in Austin and located in the heart of downtown. St. David’s is a diverse worshipping community of believers unified in Jesus Christ and empowered by the Holy Spirit to receive and share God’s love, hope, joy, vitality, and vision as we serve others. Our niche is creating uniquely "Austin" opportunities to share and experience the inclusive love of Christ.

St. David's is known as an extraordinary community of faith because of our location in the heart of downtown Austin, our expansive programs and experiences, our radical hospitality, our engagement of boundaries, and our history and tradition. The St. David’s community is home to the St. David’s Church, St. David’s Day School, a full-time, year-round preschool, Trinity Center, a resource center for our unhoused neighbors, Café Divine and The Space for meetings and events, and Next-to-New, a consignment shop located in North Austin. We are committed to maintaining a diverse staff that reflects the diversity of Austin. We are an open and affirming faith community.

We are currently seeking an Executive Assistant to the Rector of St. David’s. If you have the qualifications for this position and share our vision and values, we hope you will consider this unique opportunity to make impactful contributions at our iconic church.

General Job Description:

The Executive Assistant to the Rector will be the primary point of contact for The Office of the Rector and provide executive administrative support to the Rector and Associate Rector. The person in this role will provide general executive administration, manage their schedules, communications, and events. The role also provides administrative and program support to St. David’s Vestry, worship services, and St. David’s ministries. Additionally, provides event coordination for weddings, funerals, and other events as requested.

This is a full time, salaried position with a forty (40) hour work week, M-F. On some occasions, weekend/Sunday work may be required on an alternate shift schedule.

The role is on-site five days per week at St. David’s in downtown Austin. There is free parking provided in the church’s parking garage.

What You’ll Be Doing:

• Act as the primary point of contact for the Rector and Associate Rector, handling requests for time and information from a wide variety of stakeholders appropriately escalating or responding on their behalf.

• Manage schedules. Under general supervision, act as a gatekeeper, using professional judgement to filter and prioritize requests to maximize schedule. Clearly communicate with tact and diplomacy to maintain positive relationships and avoid unresolved schedule expectations.

• Prepare and proof for accuracy various documents, including written correspondence, emails, meeting notices and agendas, charts, presentation materials, slides, handouts, forms, and spreadsheets. Work with and maintain confidential and sensitive information. May correspond with administrative staff and clergy in the Dioceses of Texas and the Episcopal Church.

• Responsible for gathering information from staff, preparing, and sending the Annual Diocesan Parochial Report by the deadline each year.

• Plan and organize team staff meetings, activities, and events.

• Provide administrative and program support to the St. David’s Vestry with monthly meeting management, retention of minutes and resolutions for church archives, logistical planning for annual Vestry retreat, and onboarding new Vestry members.

• Organize meeting collateral and ensure time commitments are kept with effective time management practices. Ensure preparation for meetings, events, and travel by compiling any reports or presentations well in advance and proactively reviewing them together for questions and feedback.

• Gather required liturgical information, then prepare, proofread, print, and arrange worship bulletins, lector reading binders, and all other printed materials required for worship services.

• Coordinate schedule for lay ministers to support worship services (greeters, lectors, acolytes, eucharistic ministers, ushers, Altar Guild members) using Ministry Scheduler Pro software. Support Associate Rector with worship scheduling to ensure that all positions are covered for all services.

• Support the Associate Rector with other worship planning responsibilities as requested.

• Prepare and manage event plans, coordinating with vendors, and acting as a liaison to Café Divine for events. May support events planning team as requested. For weddings and funerals, schedule clergy and church; coordinate vendors as St. David’s point of contact. For weddings, provide wedding event planning coordination with our internal wedding planning team.

What You Should Bring:

Minimum Education and Experience Requirements:

• 7 years of experience as an Executive Assistant to senior managerial staff or comparable experience in a similar administrative role.
• Bachelor’s degree from an accredited college or university. Year for year relevant work experience will be considered as a replacement for education requirement.
• Intermediate-level proficiency in MS Office. (Excel, Word, PowerPoint, Outlook, OneDrive, MS Teams). Experience in using a CRM or database application for account administration and reporting.

Preferred Requirements:

• 3 years of experience as an event coordinator or planner.
• Bi-lingual Spanish.
• In-depth knowledge of the Episcopal faith and church traditions.

Proficiency in:
Organization & Efficiency: Brings structure and a systematic approach to managing information, coordinating schedules, and ensuring that all administrative tasks are handled with precision. Seeks out opportunities to continually gain efficiencies to maximize time available for the most important priorities.

Attention to Detail: Completes assignments to produce high quality work and avoid excessive mistakes and rework. Proactively establishes and uses standard protocols for proofreading and editing written correspondence and double- checking electronic communications before sending.

Self-Management: Organizes and plans for task accomplishment. Success in this skill involves proactively understanding the Executive's needs, setting realistic deadlines, then meeting them with the highest quality results. Demonstrates the ability to work under pressure and manage multiple overlapping deadlines and rapidly adapt to changing priorities.

Professional Communication: Uses a concise, professional style in both written and verbal forms of business communication including correspondence, phone, and electronic systems.

Interpersonal Effectiveness: Interacts professionally with internal and external stakeholders with a diverse set of experiences and backgrounds. Can effectively communicate boundaries, navigate conflict, and bring clarity to discussions to avoid misunderstandings. Listens to understand others’ perspectives. Responds with empathy. Is caring and approachable.

Discretion & Confidentiality: Understands the importance of confidentiality, shows judgement in maintaining confidentiality, and upholds a high standard of professional integrity. Is trustworthy and capable of navigating complex situations with tact and diplomacy when dealing with confidential matters.

Problem Solving: Identifies root causes of a problem and multiple courses of action, ultimately selecting the most effective solution. Big picture thinker. Connects the dots across other workflows and systems.

Judgement & Decision Making: Accurately assesses the situation, seeks new information as necessary, applies all available information to reach a logical conclusion, and formulates effective responses or actions.

Collaboration & Teamwork: Works cooperatively with others and supports the work of the team by developing team goals, making contributions valued by the team, working together to resolve team conflict, and recognizing peers for their contributions and talents. Freely shares information with the group. Celebrates team successes.