Administrative Assistant - Archdiocese of Orleans

Administrative Assistant

REPORTS TO: Executive Assistant to the Archbishop

PRIMARY

LOCATION:

Office of the Archbishop

FLSA STATUS: Non-Exempt

Impelled by Christ's call, the departments and offices of the Archdiocese of New Orleans collaborate with the Archbishop to bring about the Reign of God. Guided by the Holy Spirit, we work in service to parishes, schools, and organizations to evangelize, catechize, and provide pastoral care to all of God's people in advancement of the saving mission of Christ.

The Administrative Assistant provides essential operational support to ensure the seamless functioning of the Archbishop's Office. This role is responsible for executive scheduling, coordinating diverse ministries, and maintaining the daily administrative flow of the archdiocese. Success requires a high degree of flexibility, a collaborative mindset, and the ability to manage competing priorities within a fast-paced, mission-driven environment.

Administrative & Clerical Excellence

• Correspondence Management:
  Transcribe, format, and prepare dictation; draft memos and professional correspondence on behalf of the archbishop.
• Information Flow:
  Manage all incoming/outgoing communications, including digital scanning, faxing, and physical mail (Postal, Fed Ex, Interoffice).
• Records Management:
  Maintain a sophisticated filing system for confidential documents; manage and update the archbishop's daily files.
• Office Stewardship:
  Oversee supply inventory, financial requisition forms, and billing. Ensure the aesthetic upkeep of the executive suite, waiting areas, and conference rooms.

Logistics & Event Coordination

• Meeting Coordination:
  Lead the planning and execution of the biannual ESP Meeting for regional Bishops, managing all logistics, correspondence, and billing.
• Special Projects:
  Execute high-priority seasonal initiatives, including the Legislative Luncheon, interfaith outreach, and the archbishop's donor gift programs.

Relationship & Database Management

• Community Outreach:
  Manage the preparation and distribution of holiday cards and seasonal liturgical greetings.
• List Maintenance:
  Maintain accurate, up-to-date databases for the Seven Sisters Apostolate and other key recipient lists.

Collaborative Support

• Cross-Departmental Aid:
  Provide surge support to other Executives in the Chancery, including the Vicar General and the Office of Canon Law as required.
• Operational Continuity:
  Act as the primary backup for the Executive Assistant, assuming duties during their absence to ensure uninterrupted office operations.

• Tech Savvy:
  Proficient in digital communication, database management, and professional report writing.
• Expert Communicator:
  Polished verbal and written skills for engaging with diverse stakeholders and clergy.
• Adaptive Team Player:
  Ability to work collaboratively or independently with minimal supervision.
• High Discretion:
  Proven history of handling sensitive information with absolute confidentiality and decorum.
• Deadline Driven:
  Strong organizational skills to manage high-pressure timelines without sacrificing quality.

• Experience:
  
  High School diploma (or equivalent) with 3+ years of relevant administrative experience.
• Technical Expertise:
  Advanced proficiency in Microsoft Office Suite and Adobe Acrobat.
• Preferred Background:
  Prior experience within a Parish or Archdiocesan school setting is highly valued.

I understand that this job description serves as a comprehensive guide and that I am responsible for performing other duties as assigned to support the mission of the archdiocese. I further acknowledge that my specific responsibilities may evolve on a temporary or permanent basis to meet the operational needs of the Office of the Archbishop, even if those duties are not explicitly detailed in this document.