Assistant to Executive Director

Overall Responsibility

The Assistant to the Executive Director supports the Executive Director at The Catherine Dennis O’Keefe Queen of the Clergy Residence. This role is ideal for a professional who enjoys serving in a faith‑based environment while ensuring efficient day‑to‑day operations, strong communication, and organized administrative support in a residential setting that honors and cares for retired clergy.

• Serve as the primary front office contact: welcome visitors, answer phones, and respond to general inquiries with warmth and professionalism
• Manage calendars, schedule meetings, and coordinate appointments for the Executive Director
• Prepare correspondence, reports, and meeting materials to support leadership and operations
• Maintain accurate and organized electronic and paper filing systems in compliance with diocesan policies
• Adheres to residential policies and procedures
• Support data entry, tracking logs, and maintenance of operational and resident records
• Assist with timesheet collection and payroll preparation (non‑decision‑making support)
• Order office supplies, assist with inventory management
• Support billing processes, including invoice preparation, expense tracking, and coordination with finance to ensure accurate and timely payments
• Coordinate maintenance requests, vendor communications, and facility‑related needs
• Provide administrative support for resident services, including move‑in and move‑out documentation
• Maintain emergency documentation
• Assist in preparing agendas, recording minutes, and distributing follow‑up materials for meetings
• Maintain compliance documentation, including Virtus and safety records such as OSHA, ADA, HIPAA, Diocesan Safe Environment policies applicable to Civil laws, and periodic audits on the residents
• Ensure strict confidentiality of personnel, resident records, and diocesan information
• Perform general administrative duties and other tasks as assigned

• Serve as the primary front office contact: welcome visitors, answer phones, and respond to general inquiries with warmth and professionalism
• Manage calendars, schedule meetings, and coordinate appointments for the Executive Director
• Prepare correspondence, reports, and meeting materials to support leadership and operations
• Maintain accurate and organized electronic and paper filing systems in compliance with diocesan policies
• Adheres to residential policies and procedures
• Support data entry, tracking logs, and maintenance of operational and resident records
• Assist with timesheet collection and payroll preparation (non‑decision‑making support)
• Order office supplies, assist with inventory management
• Support billing processes, including invoice preparation, expense tracking, and coordination with finance to ensure accurate and timely payments
• Coordinate maintenance requests, vendor communications, and facility‑related needs
• Provide administrative support for resident services, including move‑in and move‑out documentation
• Maintain emergency documentation
• Assist in preparing agendas, recording minutes, and distributing follow‑up materials for meetings
• Maintain compliance documentation, including Virtus and safety records such as OSHA, ADA, HIPAA, Diocesan Safe Environment policies applicable to Civil laws, and periodic audits on the residents
• Ensure strict confidentiality of personnel, resident records, and diocesan information
• Perform general administrative duties and other tasks as assigned

• Bachelor’s degree preferred and related experience in a Church /Religious environment
• Practicing Catholic in good standing with the Church preferred
• 1–3 years of administrative or office experience preferred
• Strong organizational skills and attention to detail
• Ability to follow established procedures and work independently within defined guidelines
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Commitment to maintaining confidentiality and professionalism
• Ability to perform sedentary work with occasional lifting up to 25 pounds
• Commitment to compliance with Virtus and Diocesan Safe Environment policies
• Adherence to the U.S.C.C.B. Charter for Safe Environments Policy for Virtus compliance and civil reporting procedures