Position Title: Executive Assistant
Position Summary: The Executive Assistant (EA) is responsible for the operation of the Bishop’s Office and serves as the Bishop’s personal and confidential administrative assistant. The EA serves as a liaison between the Bishop and the various diocesan departments, as well as external constituencies. Coordination of the Bishop’s daily administrative matters and management of the ecclesiastical calendar is included.
Classification: Non – Exempt
Reports To: Vicar General
Essential Job Functions:
- Screens all telephone calls meant for the Bishop:
- Determines appropriate course of action
- Offers direct assistance when possible
- Refers callers to appropriate clergy or diocesan staff if the attention of the Bishop is not necessary
- Facilitates direct communication with the Bishop when appropriate
- Disposition of all correspondence (physical or electronic):
- Receives and sorts Bishop’s mail
- Refers mail of general natures to the Communications office for preparation of replies
- Reviews all sensitive correspondence and documents, drafts responses for the Bishop’s signature or forwards to the appropriate diocesan office for comment, recommends appropriate course of action
- Manages correspondence file
- Receives and responds to all emails to the Bishop from internal and external constituencies consulting with Bishop as necessary
- Serves as administrative liaison for Bishop with all diocesan offices:
- Serves as a liaison between priests/diocesan department heads and the Bishop; facilitates most appointments between priests/department heads and the Bishop; ensures unhindered access to the Bishop when the need arises; provides adequate information on the whereabouts of the Bishop
- Receives and personally attends to internal memoranda between diocesan offices and the Bishop
- Manages administrative functions and daily workflow in the Office of the Bishop, ensuring that activities and tasks are completed accurately and efficiently
- Conducts research for Bishop and all who contact the Office of the Bishop with inquiries
- Represents the Office of the Bishop on diocesan administrative or ad hoc committees, such as organizing committees for major ceremonies or events
- Organizes and coordinates the Bishop’s official and ecclesiastical calendars as well as manages his daily schedule:
- Facilitates meetings between Bishop and diocesan staff, Clergy, religious or others
- Maintains a schedule of USCCB, regional bishop’s, provincial and diocesan meetings, conferences and retreats
- Coordinates Bishop’s Mass schedule in parishes throughout the diocese in collaboration with local pastors
- Coordinates Confirmation schedule for parishes in the diocese in collaboration with Deans to optimize Bishop’s travel requirements in the State
- Updates and maintains Bishop’s private calendar and distributes updates to selected diocesan staff including the Vicar General and COO
- Updates and maintains Bishop’s public calendar that is located on the diocesan website and promulgates monthly (or more frequent as required) updates to The Miscellany and outside stakeholders as requested
- Organizes Bishop’s travels:
- Maintains a record of Bishop’s travel schedule
- Arranges transportation within the diocese as requested by Bishop
- Arranges accommodation for overnight stays within the diocese as requested
- Books necessary airline reservations for trips outside the diocese and reservation of accommodations
- Arranges transportation in destination cities as required
- Liaises with visiting dioceses and organizations to RSVP to invitations, advise of travel arrangements and any special requirements
- Coordinates the Bishop’s social schedules outside the Bishop’s Residence
- Screens all invitations received by the Bishop to luncheons, dinners and other social events
- Provides Bishop with adequate information on the inviting parties
- Obtains a list of all expected invitees and information on them as directed
- Coordinates the Bishop’s in-house social schedules and guests:
- Coordinates, in cooperation with the Culinary Manager, the Bishop’s in-house social schedule for luncheons, dinners, and special events
- Makes travel arrangements for, and provides other assistance to, VIP guests staying in the Bishop’s Residence as requested by the Bishop
- Prepares and maintains budget for the Office of the Bishop:
- Prepares and monitors budget in consultation with the Diocesan Finance Department
- Processes accounts payable in this office
- Reviews USCCB and Vatican postings obtained from the Bishop’s Only Website:
- Distributes some of these materials to department heads or priests based on relevance
- Determines appropriate course of action on some materials requiring feedback
- Drafts responses for Bishop’s signature on those requiring his attention
- Prepares appropriate materials for Bishop’s review
- Assist Bishop Emeritus on various issues including correspondence, travel arrangements and appointments
- Supervises the ordering and maintenance of office supplies
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- Coordinates Bishop’s media appointments in collaboration with the COO
Additional Duties and Responsibilities:
- Makes copies of documents, sends facsimiles and operates postage machine
- Other duties may be assigned at the discretion of the Bishop to fulfill the needs, objectives and goals of the Diocese of Charleston
Education Requirements/Position Qualifications: A Bachelor’s degree in any social science courses and/or equivalent combination of education and experience is required. Previous similar administrative experience and familiarity with priests, parishes and parish administration is required. The candidate must have a thorough knowledge of Catholicism, familiarity with the Code of Canon Law, and understanding of the hierarchy of the Roman Catholic Church and the Chancery. The individual must have familiarity and ability to implement diocesan policies; ability to multi-task, maintain strict confidentiality, and work with minimal supervision; independent discretion and judgment. The person must have a high level of professional work ethic, and professional appearance and manner. The candidate must possess excellent writing, editing and proofreading skills; very good computer skills with proficiency in Word, Excel, Outlook, and Lotus Notes; good organizational skills. Experience in SharePoint for collaboration and document management is preferred but not required. The individual must also possess the ability to work as a team member and team leader, be able to use confidentiality, discretion and exercise good judgment, and have a well-developed ability to communicate in a diverse cross-cultural environment. The person must be able to make judgments concerning proper actions to be taken in response to incoming letters, emails and telephone calls while the Bishop is away from the diocese. Response to a concern raised by a parishioner might call for a simple reply of a general nature (e.g. “the issue is known and a solution is being created.” etc.), or it might need to be reviewed by proper department head.
Working Conditions/Physical Requirements: The requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Ability to operate standard office equipment, including computers, copiers, and telephones. Proficient in Microsoft Office Suite, including Word, Outlook and Excel. Communicate effectively verbally and in writing. Valid driver’s license required. This position involves standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders. Ability to lift and move up to 25 pounds to transport files or materials.
