Executive Assistant - Archdiocese of Orleans

Executive Assistant (Chancery Support)

Report to:
Chancery Leadership Team

FLSA Status:
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 Executive Assistant serves as a trusted, high-level administrative partner to the Chancery Leadership Team. This exempt role goes beyond traditional clerical tasks to orchestrate daily executive workflows, conduct independent research, synthesize data into strategic presentations, and oversee complex logistical operations. Serving as a central point of contact and a diplomatic gatekeeper, the successful candidate must possess exceptional organizational acumen, absolute discretion, and the ability to proactively balance competing priorities with minimal supervision in a mission-driven environment.

• Executive Workflow & Administrative Excellence
  • Strategic Calendar & Gatekeeping:
    Proactively manage complex calendars for leadership team members, vetting meeting requests, prioritizing urgent matters, and serving as a professional gatekeeper for internal and external stakeholders.
  • Document Governance (Legal/Canonical Focus):
    Draft, format, proofread, and cross‑reference complex documents, executive memos, and official decrees to ensure absolute accuracy and compliance with established canonical or organizational guidelines.
  • Information Flow Management:
    Direct and optimize incoming and outgoing communications (digital scanning, email, physical mail, and high-level routing) ensuring critical items are prioritized for leadership review.
  • Financial Administration (Accounting Focus):
    Monitor departmental budgets, analyze expenditures, reconcile accounts, and process complex check requisitions with a high attention to fiscal accuracy and policy compliance.
  • Confidential Records Stewardship:
    Maintain sophisticated, highly secure physical and digital filing systems for sensitive, personal, and canonical personnel records.
• Research, Presentations & Special Projects
  • Research & Information Gathering:
    Conduct targeted administrative, legal, and factual research to support leadership decisions, clarify historical details, and compile background data for strategic initiatives.
  • Presentation Development:
    Design and prepare professional, visually clear presentations (e.g., PowerPoint decks, executive briefs, or data summary reports) for board meetings, leadership consultations, and public-facing events.
  • Special Projects:
    Lead and execute high-priority, seasonal, and cross-departmental initiatives, including tracking the processing of international clergy documentation and supporting applicant workflows.
• Logistics & Major Event Coordination
  • Meeting & Event Logistics:
    Oversee the end-to-end planning, logistics, RSVP tracking, and execution for major meetings, retreats, study days, and official Chancery gatherings.
  • Calendar & Alignment:
    Coordinate timelines and schedules to ensure leadership initiatives are properly mapped out, balanced, and executed efficiently.
• Relationship & Database Management
  • Data & System Integrity:
    Maintain accurate, up-to-date, and sophisticated databases tracking personnel and regional organizational metrics serving within the archdiocese.
  • Community Engagement:
    Coordinate high-level directories and communication channels; manage the preparation and distribution of seasonal liturgical greetings, directories, and specialized resource materials.

• High Discretion:
  Proven history of handling highly sensitive, personal, legal, and canonical information with absolute confidentiality, empathy, and professional decorum.
• Proactive Problem‑Solving:
  Demonstrated ability to anticipate the needs of a leadership team, think critically, and independently resolve operational roadblocks before they escalated.
• Multi‑Tasking & Prioritization:
  Strong organizational and time‑management skills to balance…