Description
Position: Executive Administrative Assistant
Status: Full time, non-exempt
Reports To: Vicar General for Administration
Location: Kansas City, Missouri
This position provides high level administrative support to the Office of the Bishop in the areas of communication (written and verbal), organization, record keeping, and general office tasks, especially calendar and appointment setting. It will be a critical link between the Bishop’s Office, Offices of the Vicars General and the parishes, Chancery offices, agencies, corporations and other outside contacts. Contacts and conversations will primarily involve highly confidential and/or sensitive matters necessitating discretion. This position is full time, benefit eligible based upon 40 hours per week.
Duties:
- Manage Bishop’s calendar; setting appointments, greeting visitors, setting up meeting rooms.
- Create, update and maintain required databases, files and other records and information.
- Keep accurate accounting of office expenditures, requests for payment, subscriptions, etc.
- Respond to requests, concerns, and questions directed to the Office of the Bishop appropriately and with confidentiality.
- Provide auxiliary support to Offices of the Vicars General.
- Answer telephone and e-mail inquiries and messages.
- Produce letters, documents and data analysis.
- Scan, photocopy documents.
- Maintain complete and up-to-date office and project files.
- Plan and coordinate meetings, seminars, and other gatherings as directed.
- Produce written reports as scheduled and when requested.
- Secure and be responsible for all confidential records and information with the offices served.
Skills and Abilities:
- Build and maintain constructive relationships with Parish and Chancery staff.
- Respect and maintain strict confidentiality with sensitive matters.
- Maintain high attention to detail.
- Use strong verbal/written communication skills to exchange information clearly and concisely.
- Handle multiple, competing priorities.
Qualifications
- MS Word (Intermediate Level); MS Excel (Basic skill level).
- Minimum two years’ experience in administrative assistant or similar role.
- Associates Degree, or similar continued education, is preferred.
- Conversant in Spanish preferred, but not required
- Practicing Catholic with ethical standards, personal integrity, and conduct consistent with the morals and teachings of the Catholic Church; includes faithful obedience to the Magisterium.
The Diocese of Kansas City-St. Joseph offers a comprehensive benefits program, including medical, dental and vision plans, STD/LTD fully paid by the employer, retirement plans including a 403b plan and a defined benefit pension plan. Paid time off includes generous Vacation and Sick leaves, plus paid Holidays.
Note: All employees are required to consent to a background check, commit to our Code of Conduct policy, and complete online and in-person trainings prior to hire.
