Catholic Administrative Assistant to Pastor and Parochial Vicars

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."

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

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.

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

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 Parish Soft record

Schedule homebound visits for priests and lay ministers, and make sure every homebound minister completes Protect and Heal training

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

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…