Administrative Assistant for Diocesan and Cathedral Music

Administrative Assistant for Diocesan and Cathedral Music

Catholic Diocese of Arlington - Headquarters, 200 North Glebe Road, Arlington, Virginia, United States of America

Posted Tuesday, July 21, 2026 at 4:00 AM

Meaningful work
* service oriented and respectful work environment
* work-life balance
* telework opportunities
* generous leave, including paid FML for employees assigned to work between 24 - 30 hours per week
* more paid holidays than the federal government, including Christmas week off
* free parking as well as free transportation to/from Ballston metro
* paid lunch breaks
* 403(b) and retirement plans.

Diocesan and Cathedral Music enriches the liturgical worship of the diocese and the cathedral by providing beautiful music for major diocesan liturgies and all cathedral liturgies. It also provides musical support to clergy and musicians throughout the diocese.

The Administrative Assistant provides administrative and operational support to the Director of Music and other musicians on staff. This role is essential to ensuring the smooth daily functioning of the department and the successful and seamless execution of music for liturgies held at the Cathedral as well as diocesan liturgies which take place at the Cathedral and in other locations in the diocese.

• Liturgy planning and execution
  • Assemble liturgy planning resources, both print and electronic (e.g., texts of antiphons and readings, choral and organ music from our print collection or online resources)
  • Partner with the Director of Music to ensure every element of each liturgy is planned
  • Manage processes and deadlines for diocesan and cathedral liturgy planning
  • Distribute music plan and electronic music files to all musicians
  • Compile music images, texts, and translations for diocesan programs in consultation with the Director of Music and the Office of Divine Worship; proofread programs
  • Design, build, and print programs for Sunday and holy day liturgies for the cathedral (with the exception of liturgies at which the Bishop presides, which are created and printed by the Office of Divine Worship)
  • Work with the Director of Music and the Office of Divine Worship to ensure uniformity/complementarity in programs for diocesan and cathedral liturgies
• Office and resources management
  • Manage all physical and electronic resources of the music department in conjunction with the Director of Music
  • Coordinate contracts with the cathedral business manager, e.g. copier/printer, instrument maintenance.
  • Schedule and provide logistical support for instrument maintenance (cathedral organ, practice organ, three cathedral and two school pianos)
  • Purchase new music, manage accounts with distributors, manage use and distribution of music by all musicians
  • In conjunction with the cathedral business manager and bookkeeper, assist the Director of Music in tracking expenses as well as preparing and adhering to the music budget
  • Coordinate use of space in choir loft, music rehearsal room, and music workroom
  • Transfer music and other supplies between rehearsal space/music workroom and the choir loft in the cathedral as necessary
  • Coordinate the maintenance and storage of all physical and electronic files in conjunction with the Director of Music
  • Coordinate with the Office of Divine Worship for the purchase and storage of resources for diocesan use
  • Organize, store, and inventory the music for diocesan, cathedral, and youth choirs; instrumental music; and all liturgical music used by cantors and organists
  • Coordinate logistics of Youth Choir program with the Director of Music and Youth Choir directors
• Coordination of diocesan and cathedral choirs
  • Coordinate auditions of singers
  • Communicate on behalf of the Director of Music with choirs as a whole and with individual singers, including prospective singers
  • Coordinate distribution and maintenance of choir robes
  • Attend the beginning of Thursday evening and Sunday morning rehearsals to ensure singers have all the music and supplies they need and to maintain attendance records
  • Coordinate rehearsal space and distribute/collect music and folders
  • In conjunction with the Director of Music, coordinate and schedule special events (musical and spiritual retreat days, dinners)
• Personnel
  • Coordinate with the Office of Divine Worship and other diocesan offices to process payment for musicians for diocesan liturgies,
  • In conjunction with cathedral business manager, coordinate all cathedral music employee onboarding
  • In conjunction with the Director of Music, communicate timely information with music employees
  • Secure substitute singers when needed, ensuring all necessary paperwork is completed and payment is requested/delivered
  • Create regular schedule for cantors and organists, resolve schedule conflicts
• Cathedral Concerts
  • Maintain donor records and ensure timely communication with and expressions of gratitude to donors
  • Act as liaison with guest artists
  • Design, create, and print programs (including artist bios)
  • In conjunction with the Concerts…