Executive Secretary

Assumption of the Blessed Virgin Mary Parish (Pasadena)

10/16/2026

Job Type: Full-time

Reports To: Pastor

Position Summary:
The Executive Secretary provides comprehensive administrative and secretarial support to the Pastor. The individual manages communications, schedules, correspondence, records, meetings, and other administrative matters while maintaining a high level of professionalism, discretion, accuracy, and confidentiality. Support of the Pastor, coordination with parish and school leadership, handling confidential parish matters, maintaining sacramental or administrative records, and representing the Pastor’s office professionally and pastorally.

Essential Functions:

• Manage the Pastor and Parish calendar, appointments, meetings, and scheduling priorities.
• Receive, screen, and appropriately direct telephone calls, emails, correspondence, visitors, and requests for meetings.
• Prepare, edit, proofread, and distribute letters, memoranda, reports, agendas, minutes, notices, and other official documents.
• Maintain confidential personnel, financial, legal, administrative, and organizational records.
• Prepare materials and background information needed for meetings and appointments.
• Coordinate meetings, including scheduling, room arrangements, agendas, invitations, supporting documents, and follow-up.
• Take accurate meeting minutes when required and maintain official records of decisions and action items.
• Monitor deadlines, assignments, and commitments made by the Pastor and provide appropriate reminders and follow-up.
• Serve as a liaison between the Pastor and staff, outside organizations, vendors, parishioners, parents, or members of the public.
• Handle sensitive information with discretion and determine which matters require the Pastor’s immediate attention.
• Organize and maintain electronic and physical filing systems so important documents can be easily retrieved.
• Assist with special projects, events, reports, presentations, and administrative initiatives assigned by the Pastor.
• Coordinate travel arrangements, reservations, itineraries, reimbursements, and related documentation when necessary.
• Maintain professional standards in the Parish office and help ensure efficient communication between Parish, School, and Ministries.
• Record and update all sacramental records (Baptisms, OCIA programs)
• Maintain the Mass Intention Book
• Input all donations into the Parish Data System and balance it.
• Process Yearly Tax letters for the Parishioners.
• Process new parishioner registrations and donor records
• Order office and church supplies
• Provide exceptional customer service while supporting the mission of the Catholic Church
• Perform other administrative duties necessary for the effective operation of the executive office.

The position serves directly as an administrative extension of the Pastor, and therefore requires a higher degree of trust, judgment, confidentiality, initiative, and responsibility
.

MINIMUM QUALIFICATIONS:

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community.
• A candidate with a bachelor’s degree or 3-4 years of secretarial experience is preferred

Knowledge, Skills, and Abilities:

Knowledge of:

• The mission and organizational structure of the Catholic Church.
• Proficiency with Microsoft Office, Excel, PDF, Canvas, Google Workspace, email, calendar, and office technology; social media.
• Effective verbal and written communication. For positions requiring bilingual skills, the incumbent must also be reasonably fluent in English and Spanish or another language.
• Modern office methods and procedures.

Skill in:

• An Executive Secretary would be expected to…