Executive Assistant Catholic Schools Office

Title:
Executive Assistant

Position Summary: The Executive Assistant provides high-level administrative, operational, and project support to the Superintendent of Catholic Schools. This position serves as a key organizational coordinator, ensuring efficient office operations, effective communication, and successful execution of strategic initiatives that support the mission of Catholic education throughout the Diocese.

The Executive Assistant manages executive calendars, coordinates meetings and events, prepares agendas and meeting materials, drafts and edits professional communications, and oversees administrative processes that advance departmental goals. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

This position requires commitment to serving the Catholic Church and upholding its teachings in all aspects of work. The successful candidate will affirm support for the Church’s teachings and contribute to a Christ-centered educational environment that promotes academic excellence, faith formation, and service.

As a member of the Catholic Schools Office team, the Executive Assistant is expected to model the teachings, values, and mission of the Catholic Church through professional conduct, collaboration, and service to schools, families, and diocesan stakeholders.

Classification: Exempt, Full Time

Reports To: Superintendent

• Performs a variety of general office administrative duties, both efficiently and accurately, in support of the Superintendent and senior staff under the scope of his supervision.
• Maintains the daily and long-term calendar of the Superintendent, scheduling appointments and planning meetings/agendas with various groups and individuals, both within and outside of the Diocese.
• Greets and assists guests attending meetings with the Superintendent.
• Updates and maintains agendas, and where needed minutes, for meetings of the Superintendent.
• Receives incoming communications, emails, or memos on behalf of the Superintendent, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Facilitates the exchange of materials and communications between the Superintendent and any Boards/Commissions on which he is serving.
• Maintains files.
• Monitors and manages workflow to ensure timely follow-up on letter correspondence and emails.
• Receives, sorts, and screens mail and correspondence to the Superintendent from all sources, ensuring confidentiality, when necessary, with items received and sent; takes direction on how certain requests should be handled and provides responses when appropriate.
• Assists in budget management for the office and meets with department heads for monthly budget reviews.
• Processes invoices and payables following Diocesan procedures.
• Arranges purchases and travel arrangements.
• Drafts letters and communications for the Director.
• Remains current on periodicals and articles related to the field.
• Assists in support of events hosted by OCS.

• Provide exceptional customer service to school administrators, faculty, staff, parents, clergy, and community partners.
• Foster positive relationships through professionalism, responsiveness, and effective communication.
• Handle sensitive and confidential information with discretion and sound judgment.
• Promote a welcoming and service-oriented environment aligned with the mission of Catholic education.

• Other duties as assigned by Superintendent.

• Bachelor’s degree required.
• Minimum of three (3) years of progressively responsible administrative, executive support, project coordination, or office management experience.
• Certification or openness to certification in Catechesis or equivalent
• Experience supporting senior leadership or executive-level administrators in the field of Catholic education, preferred.

• Exceptional organizational, planning, finance, and time-management skills.
• Strong writing, editing, proofreading, and document preparation abilities.
• Advanced proficiency in Microsoft Office…