Executive Assistant: Office for Worship and Deanery Operations / Office of Communications

Catholic Diocese Of Cleveland Foundation - Cleveland, OH

Full-time - Mid Level

Cleveland, OH

About the position

The Catholic Diocese of Cleveland is seeking a dedicated Executive Assistant to provide advanced and confidential administrative support to the Director of the Office for Worship, the Director of Deanery Operations, and the Director of the Office of Communications. This full-time position is crucial in ensuring the smooth operation of these offices, which play a vital role in the mission and ministries of the Diocese. The ideal candidate will possess a deep understanding of the Catholic Church's teachings and traditions, as well as excellent communication, organizational, and interpersonal skills. The Executive Assistant will be expected to work with minimal supervision, demonstrating initiative and good judgment while managing multiple projects and prioritizing special assignments effectively. In this role, the Executive Assistant will handle a variety of administrative tasks, including email triage, paperwork filing, and appointment scheduling. The position requires a proactive approach to managing the Directors' calendars, preparing correspondence, maintaining proper file retention, and purchasing supplies. Additionally, the Executive Assistant will assist in planning and coordinating meetings, special events, and projects, while also managing budget and expense accounts, tracking revenues, and preparing the annual budget. The role serves as a guide and information source on diocesan procedures, processes, and practices, ensuring that all administrative duties are performed efficiently and effectively. Specific responsibilities include gathering diocesan data to prepare Deans for their triennial visits, receiving and filing reports, scheduling visits, and maintaining communication with Deanery Chairs. The Executive Assistant will also support the Office for Worship by providing administrative assistance for formation sessions, the diocesan Confirmation process, and various liturgies. In the Communications Office, the Executive Assistant will coordinate invoices, manage mailing lists, and oversee office supplies. This multifaceted role requires a strong commitment to the Catholic Church's mission and a passion for supporting its various ministries.

Responsibilities

• Provide administrative support to the Directors including email triage, paperwork filing, and appointment scheduling.
• Handle phone calls, prepare correspondence, maintain proper file retention, and manage calendars.
• Assist with planning and coordination of meetings, special events, and projects.
• Manage budget and expense accounts, track revenues, and assist in preparing the annual budget.
• Act as a guide and information source on diocesan procedures, processes, and practices.
• Gather diocesan data to prepare Deans for their triennial visits.
• Receive and file the Deans' reports from triennial visits, ensuring actionable information has assigned follow-ups.
• Assist in scheduling triennial visits for the Director of Deanery Operations and the Deans.
• Assist in communications to the Deans including reminders of meetings and follow-up actions.
• Support the Director of the Office for Worship with administrative tasks and formation sessions.
• Interface with parishes for liturgy planning and required documentation for the diocesan Confirmation process.
• Provide administrative support for all diocesan liturgies, including preparing worship aids and being present as needed.
• Coordinate office invoices, check requests, and employee reimbursements in the Communications Office.
• Track and maintain various office mailing lists for the Northeast Ohio Catholic Magazine and the TV Mass.
• Plan, order, and manage the mailing of the annual TV Mass Liturgy of the Word.
• Respond to office inquiries and correspondence as requested.
• Manage office supplies, tracking inventory and placing orders as needed.

Requirements

• Demonstrated knowledge of the Catholic Church, its teachings, and traditions.
• Strong commitment to the teachings, traditions, and missionary impulse of the Catholic Church.
• Bachelor's degree or equivalent and at least 5-7 years prior administrative experience in a Catholic institution preferred.
• Experience in current business and office management practices and multifaceted administration methods.
• Proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook, and Adobe products.
• Ability to work with highly confidential and sensitive information.
• Experience and skills in successful event management from small meetings to large-scale events.
• Excellent written and verbal communication skills.
• Strong collaboration and organizational skills with attention to detail.

Nice-to-haves

• Familiarity with the mission, ministries, and culture of the Diocese.
• Enthusiasm for taking on assignments for a variety of departments as needed.