Executive Assistant to Bishop Diocese

Position Summary

The Executive Assistant provides confidential, organized, and proactive administrative support to the Anglican Bishop of Saskatoon, Executive Archdeacon, and the wider diocese. The position ensures effective communication, coordination, record keeping, meeting support, and day-to-day administration of the bishop’s office.

• 20 hours/week, normal working hours Tuesday-Friday 10-3 each week with attendance at occasional weekend meetings required.
• Reports to:
  
  The Bishop
• Additional responsibility:
  Recording Secretary for Diocesan Council, including some weekend meetings.

• Help manage the bishop’s calendar, appointments, meetings, parish visitations, travel, accommodations, and detailed itineraries within and outside the diocese.
• Proactively anticipate the bishop’s needs for meetings, events, and parish visits.
• Maintain organized, secure physical and electronic files, including a comprehensive electronic filing system for the bishop’s office.
• Maintain clergy directories, clergy vacation records, parish officer lists, and other diocesan records.
• Assist in creating annual parish visitation schedules.

• Triage phone calls, manage and redirect emails and mail, draft and proofread correspondence, and prepare official documents for the bishop’s signature.
• Maintain and distribute diocesan, provincial, and national prayer cycles.
• Create and distribute the diocesan newsletter.
• Prepare clergy and laity milestone cards, certificates, and letters.
• Maintain the diocesan website with the diocesan Communications Coordinator. Maintain the licensed clergy directory.

• Maintain records of Episcopal Acts.
• Prepare service booklets for ordinations, inductions, confirmations, and other diocesan services.
• Prepare Letters of Offer and Appointment for clergy parish placements.
• Receive, organize, and preserve clergy and parish files.
• Circulate and collect year-end parish forms, including annual pastoral statistics, Synod Delegate certificates, property reports, and vestry declarations.
• Process applications for clergy and lay staff related to the General Synod Pension Plan, Manulife Extended Health, and the Anglican Church of Canada Continuing Education Plan.
• Coordinate the annual insurance review in consultation with the insurance broker and the Finance and Property Committee.

• Serve as Recording Secretary for Diocesan Council.
• Prepare agendas, meeting materials, and minutes for Diocesan Council and Synod.
• Coordinate meeting documentation, ensure quorum requirements are met, and record clear action items and follow-up.

• Coordinate rentals of the Anglican Centre.
• Assist the Executive Archdeacon and Financial Officer with administrative and financial duties, when required.
• Process payables and provide the accountant/Financial Officer with records of completed transactions to support financial transparency.

• Exceptional organizational skills with the ability to prioritize, manage multiple demands, meet deadlines, and shift priorities as required.
• Strong attention to detail, initiative, flexibility, and ability to think proactively.
• Excellent written, verbal, listening, and interpersonal communication skills.
• Ability to work collaboratively in a team environment.
• Some knowledge of Anglican Church structure, governance, terminology, and practices.
• Strong technology and software skills, including Microsoft Word, Excel, and Outlook.
• Ability to assist the bishop and Executive Archdeacon with computer and technology needs.
• Strong records-management skills, with the ability to maintain clean, accurate, secure physical and digital files.
• Demonstrated discretion and the ability to manage highly sensitive and confidential information.
• Absolute confidentiality regarding pastoral, personnel, clergy, and administrative matters is essential. Other duties as assigned.

The position is 20 hours per week, with compensation equivalent to $28-$35 per hour

($29,120–$36,400 annually), commensurate with experience and qualifications.

Pension:
Participation in the General Synod Pension Plan, subject to the applicable plan provisions and eligibility requirements.

Annual vacation allowance of 3-4 weeks per year, commensurate with experience.

This position is subject to the applicable provisions and minimum employment standards set out in The Saskatchewan Employment Act and applicable regulations.