Administrative Assistant - Queen of Apostles Parish, Pewaukee, WI

Administrative Assistant - Queen of Apostles Parish, Pewaukee, WI

Queen of Apostles (QOA) is a parish blessed by God in its striving to be and to form disciples of Jesus Christ. QOA's parishioners value our heartfelt welcome, our steadfast faith, and our humble service. QOA has a small, dynamic, and cohesive staff that works as a team in the management of parish life. We are seeking a full‑time Administrative Assistant to support the daily operations of the parish office, serving our community with professionalism, warmth, and a spirit of ministry.

The Administrative Assistant is the welcoming and organized heart of the Queen of Apostles parish office. Working closely with the pastor and staff, this person ensures that the day‑to‑day administrative life of the parish runs smoothly and reflects the warmth and mission of our community. Key areas of responsibility include:

• Parish office reception — welcoming visitors, answering phones, and serving as a friendly first point of contact
• Scheduling and event coordination — maintaining the parish calendar, managing room set‑ups, and coordinating event logistics
• Parish communications — bulletin and pulpit announcements, website updates, social media, email blasts, and outdoor signage
• Sacramental records — maintaining accurate registries and certificates for Baptism, First Communion, Confirmation, Marriage, and OCIA
• Parish registration — processing new parishioners and maintaining the parish database (PDS)
• Stewardship support — inputting contributions, sending year‑end statements, and supporting the money‑counting team
• Faith Formation support — assisting with registration, attendance tracking, and scheduling for formation programs
• General office management — supplies, correspondence, mail, copying, and day‑to‑day administrative tasks

• Commitment to serving the mission and community of Queen of Apostles Parish
• Strong organizational and time‑management skills with ability to manage multiple priorities
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general computer skills
• Experience with or willingness to learn parish database systems (PDS)
• Excellent verbal and written communication skills
• Ability to work flexible hours, including occasional evenings or weekends as needed
• Ability to honor and maintain strict confidentiality
• Ability to work collaboratively in a small team environment
• Warm, welcoming presence and a heart for parish ministry

• High school diploma required; associate or bachelor's degree preferred
• Previous experience in an office, administrative, or church environment preferred
• Eligible for compliance with Archdiocesan Safe Environment requirements

• The employee is regularly required to sit, stand, walk, talk, and hear
• The employee is frequently required to sit for extended periods; use hands; reach with hands and arms
• Close vision required for paperwork and computer work
• Able to utilize computer keyboard, monitor, and telephone
• This role functions in an office environment and uses standard office equipment
• Ability to lift 20 pounds

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

3501 S. Lake Dr. |St. Francis, WI 53235