Executive Administrative Assistant to the Pastor and Parochial Vicars
Our Lady of the Falls Catholic Community

"To abide together with Jesus and invite others into His family."

To Apply to this Opportunity and view other Open Career Opportunities at Our Lady of the Falls Catholic Community follow this link: https://app.dover.com/jobs/ourladyofthefalls

Reports To: Director of Administration and Communications
Pay: $19.35 per hour
Status: Full-time, hourly
Schedule: Monday through Friday, 9:00 a.m. to 5:00 p.m.
Location: Our Lady of the Falls Central Office, 810 Pearl Street, Chippewa Falls

Position Summary

The Executive Administrative Assistant gives our Pastor and Parochial Vicars the organized, confidential support they need. That frees them to spend their time where it matters most: prayer, the sacraments, and caring for the people of our five parishes.

You'll be a key point of contact for the clergy. That means managing calendars, preparing Father for meetings, keeping sacramental records, and making sure calls and requests reach the right priest at the right time. The right person is organized, dependable, and discreet, and treats every parishioner with warmth and respect.

Essential Responsibilities

Support for the Pastor

Manage the Pastor's calendar, appointments, meetings, and correspondence
Protect blocks of uninterrupted time for prayer, homily preparation, pastoral visits, and pastoral support of his direct reports
Prepare Father for meetings with agendas, background material, and follow-up notes so he walks in ready
Draft and proofread routine correspondence for Father's review and signature
Track deadlines and follow up on assigned tasks so the Pastor's responsibilities are completed on time
Coordinate with the Director of Administration and Communications and the Parish Office Receptionist so Father's calendar and the shared parish calendar never conflict
Handle deanery administration when the Pastor serves as Dean, including scheduling deanery clergy meetings and managing related correspondence
Support other needs of the Pastor in his roles as Pastor and Dean, as assigned

Support for the Pastor and Parochial Vicars

Provide day-to-day administrative support to the Pastor and Parochial Vicars
Manage the Parochial Vicars' appointments related to their pastoral responsibilities, including Baptisms, weddings, funerals, and homebound visits
Screen and prioritize phone calls and requests, and route Anointing of the Sick calls to a priest without delay
Maintain confidential files, records, and correspondence in organized electronic and paper filing systems
Keep the sacramental registers current and enter sacraments into each parishioner's ParishSoft record
Schedule homebound visits for priests and lay ministers, and make sure every homebound minister completes Protect and Heal training

Qualifications

Practicing Catholic in good standing with the Church
High school diploma required. An associate or bachelor's degree in business administration, communications, office administration, or a related field is preferred
Three or more years of administrative, executive assistant, office management, or related experience preferred
Strong organization and time management, with careful attention to detail
Clear, professional writing and speaking skills
Discretion with confidential and sensitive information
Comfort with Microsoft Office, Google Calendar, email, databases, and standard office equipment
Willingness to learn parish management and church administrative software
A courteous, compassionate manner with clergy, staff, volunteers, and parishioners
Ability to work independently, juggle priorities, and adjust when schedules change
Successful completion of all diocesan background checks and Protect and Heal training

Catholic Identity and Mission

This position is a ministry of the parish. The person in this role shows respect for and commitment to the teachings and mission of the Catholic Church, supports the spiritual and pastoral work of our parishes, and offers a welcoming presence to every parishioner and visitor. They also uphold parish policies, diocesan requirements, and appropriate standards of confidentiality and professional conduct.

Core Competencies

Confidentiality and discretion
Organization and attention to detail
Professional communication
Hospitality and service to parishioners
Calendar and time management
Problem-solving and sound judgment
Persistent follow-through
Teamwork
Adaptability and initiative
Commitment to Catholic ministry

Physical and Work Requirements

Work is mostly in a parish office setting
Ability to sit, stand, walk, use standard office equipment, and occasionally lift or move materials
Occasional evening or weekend hours for parish events, meetings, or special liturgies

Equal Opportunity and Ministry Statement

Our Lady of the Falls is committed to a professional, respectful, and welcoming workplace. Employment is subject to applicable parish and diocesan policies, the requirements of the Catholic Church, and the expectations of this position as a ministry of the parish.

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Catholic Administrative Assistant to the Pastor and Parochial Vicars