Office of the Archbishop - Executive Assistant

$45,760 - $54,080/Yr

Archdiocese Of Denver - Denver, CO

Full-time - Entry Level

Denver, CO

About the position

The Executive Assistant position at the Office of the Archbishop is a vital role that provides comprehensive operations and administrative support to five key executives: the Archbishop, Vicar General, Chancellor, Chief Operations Officer, and Chief Mission Officer. This position is primarily focused on the needs of the Archbishop, ensuring that all administrative tasks are efficiently assigned and completed. The Executive Assistant will work closely with another executive assistant to maintain a high level of organization and responsiveness to the evolving demands of the executives and the Archdiocese. The responsibilities include maintaining the Archbishop's calendar, preparing daily agenda folders, scheduling meetings, and coordinating travel arrangements. The Executive Assistant will also manage correspondence, transcribe communications, and handle expense reimbursements. In addition to supporting the Archbishop, the role involves providing administrative support to the Vicar General, Chancellor, and other executives, ensuring that all administrative tasks are covered and executed effectively. This includes answering phones, receiving guests, sorting mail, and preparing reports and correspondence. Operational oversight is another critical aspect of this role, where the Executive Assistant will ensure that all tasks and projects are completed efficiently, manage the department's budget, and participate in the annual budget process. The position requires a proactive approach to anticipate needs and evaluate efficiencies within the office. The Executive Assistant will also be responsible for coordinating the work schedules of the administrative team to ensure coverage at all times. Overall, this position is essential for the smooth functioning of the Archbishops Office and requires a dedicated individual who can handle a variety of tasks with professionalism and discretion.

Responsibilities

• Maintain the Archbishop's calendar and keep it updated with all pertinent details.
• Prepare daily agenda folder and coversheet agenda.
• Keep a 12-month file of upcoming agenda items.
• Schedule weekly meetings with COO and CMO.
• Schedule biweekly meetings with Chancellor and Auxiliary Bishop.
• Schedule biannual meeting with Catholic Charities CEO.
• Schedule annual meetings with St. Vincent de Paul Society, Consecrated Virgins, and Religious Order Superiors.
• Coordinate all travel arrangements for the Archbishop, including airfare, hotel, and ground transportation.
• Answer and screen calls for the Archbishop, taking and relaying messages.
• Manage and sort the Archbishop's mail, correspondence, and meeting requests.
• Route or file important items after the Archbishop has seen them.
• Transcribe the Archbishop's correspondence and coordinate his email and mail with the email assistant and Priest Secretary.
• Prepare the Archbishop's expense reimbursement forms.
• Review and compare medical invoices with UMR EOB form.
• Prepare deposits and check requests for the St. Francis Fund.
• Maintain copies in a binder with monthly bank statements.
• Prepare lists of names for HTC dinner guests and communicate food allergies.
• Maintain the Office of the Archbishop's filing system.
• Ensure that the scope of admin support work for the executives is covered and accomplished.
• Answer all admin phone lines live from 8:30 am to 5:00 pm, Monday to Friday.
• Receive all guests to the office live from 8:30 am to 5:00 pm, Monday to Friday.
• Retrieve, sort, and open all mail for the five executives and the Archdiocese.
• Prepare expense reimbursements and process invoices for payment.
• Compose, edit, and draft correspondence, reports, and memos.
• Order, reorder, and organize office supplies and equipment.
• Act as a liaison between the five executives and other department managers.
• Ensure all operational tasks and projects are completed.
• Manage the department cost center budget and respond to inquiries regarding payments or budgets.
• Prepare the Annual Statistical Report for Rome and submit the Official Catholic Directory.
• Coordinate Annual Confirmation scheduling and collect parish requests.

Requirements

• A bachelor's degree in a relevant field.
• At least five years of increasingly responsible experience in operations, administrative operations, and/or office management.
• At least three years of experience working at the Archdiocese of Denver Pastoral Center.
• Excellent organizational, communication, and computer skills.
• Ability to positively interact with diverse personalities and management levels.
• Knowledge of policies and guidelines of the Archdiocese of Denver.
• Proficiency in Microsoft Office 365 and its various applications.

Nice-to-haves

• Current Notary Public certification is desirable.

Benefits

• Competitive hourly wage of $22 - $26.
• Monday to Friday work schedule.
• Opportunity to work in a meaningful environment supporting the Catholic community.