Executive Assistant to the Pastor

The Executive Assistant to the Pastor provides high-level administrative, organizational and logistical support to the pastor and to other leaders on his team per his direction. This role ensures the effective management of scheduling, communications, preparation and follow-through related to pastor-directed priorities, enabling the pastor to focus on pastoral, sacramental and liturgical leadership, parish engagement and ministry priorities. The position requires sound judgement, discretion, exceptional attention to detail and the ability to work calmly and effectively.

The executive assistant serves in a high trust support role to the pastor, working closely with parish leadership, staff, volunteers and parishioners. The position operates in a support capacity to the pastor rather than as a representative or liaison to ministry or departmental leadership.

• Advanced schedule/calendar management for the pastor and for the Director of Parish Operations as needed; manage all incoming requests (internal and external), assess urgency, redirect if necessary, etc., ensure timely follow-up on all request and exercise judgement based on pastor’s guidelines and direction in prioritizing requests and communications
• Develop appropriate communications plans for key pastor communications; collaborate with other staff as needed to execute message delivery
• Draft pastor correspondence; manage execution once communications are approved
• Set presider schedule for liturgies/confessions and support processes for other sacraments per pastor’s direction
• Assist as needed in the preparation for pastor driven meetings
• Assist and direct parish staffing process, in collaboration with HR, including writing job postings, job descriptions, interview schedules, candidate follow-up.
• Schedule meetings and maintain records for Finance Council and Parish Pastoral Council meetings
• Support and execute tasks for all pastor related events (e.g., staff gatherings, staff retreats, etc.); this includes scheduling, space, catering, gifts, etc.
• Proof bulletin, enews and other parish communications as needed
• Provide back-up support to parish office administrative assistant as needed