Assistant - Administrative

Archdiocese of St. Louis; Saint Charles (MO); On-site; USD 40,000 - 52,000; Full time

Job summary

The Archdiocese of St. Louis is seeking an Administrative Assistant to provide professional, organized, and welcoming support to the pastor, parish staff, ministries, and parishioners.

This role serves as a key point of contact for the parish office and ensures daily operations support the Catholic mission. Responsibilities include managing calendars, correspondence, parish records, communications, and various clerical duties.

Qualifications

• Previous administrative or office experience preferred.
• Experience working in a church, parish, nonprofit, school, or community organization is beneficial.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional, friendly, and welcoming interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks, priorities, and deadlines.
• Proficiency with Microsoft Office, Google Workspace, email, calendars, and standard office equipment.
• Ability to learn and use parish database and church-management software.
• Ability to handle confidential and sensitive information with discretion.
• Commitment to providing excellent service to parishioners and supporting parish ministries.
• Practicing Catholic preferred, with a demonstrated respect for and commitment to the teachings and mission of the Catholic Church.

Responsibilities

• Provide general administrative and clerical support to the pastor, parish staff, and ministries.
• Answer and direct telephone calls, respond to emails, and welcome parishioners and visitors in a friendly and professional manner.
• Maintain parish calendars, schedules, appointments, and meeting arrangements.
• Prepare correspondence, letters, reports, forms, bulletins, flyers, and other parish communications.
• Maintain accurate and organized parish files, records, and documents.
• Process incoming and outgoing mail, correspondence, and other office materials.
• Order and maintain office supplies and equipment as needed.
• Assist with photocopying, scanning, filing, data entry, and other routine office tasks.
• Maintain accurate parishioner information and records in the parish database.
• Enter and update sacramental, membership, registration, and other parish records as assigned.
• Assist with parish registrations, directory information, and stewardship records.
• Prepare reports and lists for parish staff, ministries, and events.
• Maintain confidentiality of parishioner and sacramental information.
• Assist with preparation and distribution of the weekly parish bulletin.
• Maintain and update parish communications, calendars, announcements, and informational materials.
• Assist with website, email, social media, or other parish communications as assigned.
• Ensure parishioners receive accurate and timely information regarding Masses, events, programs, meetings, and parish activities.
• Provide a welcoming and helpful first point of contact for parishioners, families, guests, and community members.
• Respond to questions and requests professionally or direct individuals to the appropriate parish staff member.
• Demonstrate patience, compassion, discretion, and respect when assisting parishioners with sensitive matters.
• Help foster a welcoming parish environment that reflects Catholic hospitality and service.
• Support the mission, teachings, values, and ministries of the Catholic Church.
• Represent the parish in a professional, respectful, and welcoming manner.
• Maintain appropriate confidentiality regarding parishioners, families, staff, sacramental records, and parish business.
• Work collaboratively with the pastor, parish staff, volunteers, ministry leaders, and diocesan personnel.
• Attend staff meetings and training as required.
• Follow all parish and diocesan policies and procedures.
• Perform other duties as assigned by the pastor or parish administrator.

Skills

Organizational skills

Time management

Communication skills

Customer service

Attention to detail

Teamwork

MS Office

Google Workspace

Parish database software

Discretion with sensitive info

Catholic hospitality

Tools

Microsoft Office

Google Workspace

Church management software

Job description

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The Archdiocese of St. Louis strives to teach and share our faith, serve others, and foster unity throughout the St. Louis area. Once a part of Kenrick-Glennon Seminary's campus, the Cardinal Rigali Center in Shrewsbury, MO is today the headquarters and curia (governing body) for the Archdiocese of St. Louis.

Job Summary

The Administrative Assistant provides professional, organized, and welcoming administrative support to the pastor, parish staff, ministries, and parishioners. This position serves as an important point of contact for the parish office and helps ensure that daily administrative operations are conducted efficiently and in support of the mission and ministries of the Catholic Church.

Job Responsibilities

Administrative Support

• Provide general administrative and clerical support to the pastor, parish staff, and ministries.
• Answer and direct telephone calls, respond to emails, and welcome parishioners and visitors in a friendly and professional manner.
• Maintain parish calendars, schedules, appointments, and meeting arrangements.
• Prepare correspondence, letters, reports, forms, bulletins, flyers, and other parish communications.
• Maintain accurate and organized parish files, records, and documents.
• Process incoming and outgoing mail, correspondence, and other office materials.
• Order and maintain office supplies and equipment as needed.
• Assist with photocopying, scanning, filing, data entry, and other routine office tasks.

Parish Records and Database

• Maintain accurate parishioner information and records in the parish database.
• Enter and update sacramental, membership, registration, and other parish records as assigned.
• Assist with parish registrations, directory information, and stewardship records.
• Prepare reports and lists for parish staff, ministries, and events.
• Maintain confidentiality of parishioner and sacramental information.

Parish Communications

• Assist with preparation and distribution of the weekly parish bulletin.
• Maintain and update parish communications, calendars, announcements, and informational materials.
• Assist with website, email, social media, or other parish communications as assigned.
• Ensure parishioners receive accurate and timely information regarding Masses, events, programs, meetings, and parish activities.
• Provide a welcoming and helpful first point of contact for parishioners, families, guests, and community members.
• Respond to questions and requests professionally or direct individuals to the appropriate parish staff member.
• Demonstrate patience, compassion, discretion, and respect when assisting parishioners with sensitive matters.
• Help foster a welcoming parish environment that reflects Catholic hospitality and service.

Catholic Mission

• Support the mission, teachings, values, and ministries of the Catholic Church.
• Represent the parish in a professional, respectful, and welcoming manner.
• Maintain appropriate confidentiality regarding parishioners, families, staff, sacramental records, and parish business.
• Work collaboratively with the pastor, parish staff, volunteers, ministry leaders, and diocesan personnel.
• Attend staff meetings and training as required.
• Follow all parish and diocesan policies and procedures.
• Perform other duties as assigned by the pastor or parish administrator.

Job Requirements

Experience

• Previous administrative or office experience preferred.
• Experience working in a church, parish, nonprofit, school, or community organization is beneficial.

Knowledge, Skills, and Abilities

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional, friendly, and welcoming interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks, priorities, and deadlines.
• Ability to work independently and as part of a team.
• Proficiency with Microsoft Office, Google Workspace, email, calendars, and standard office equipment.
• Ability to learn and use parish database and church-management software.
• Ability to handle confidential and sensitive information with discretion.
• Commitment to providing excellent service to parishioners and supporting parish ministries.
• Practicing Catholic preferred, with a demonstrated respect for and commitment to the teachings and mission of the Catholic Church.

The Archdiocese of St. Louis is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion, gender, national origin, age, marital, parental, veteran or disability status.
Pre-Employment Screening
All candidates receiving an employment offer must submit a pre-employment screening. The screening will include criminal background check, Family Care Safety Registration, drug screen, employment and educational licensure/certification verification, health screening, and any other screenings deemed necessary for employment. Any offer would be contingent upon successful completion of any required screening.

Our Mission

We are a unique community—diverse in our talent, but unified in our drive to create together, face challenges together and grow together. Our values push us to empower, propel and inspire new ways of turning possibilities into realities. Our competencies define the behaviors that guide who we are, how we are inspired and how we inspire of others to succeed.

Work/life balance is so important to the archdiocese. After all, our business is about making life easier and better—and we want that for you and your career just as much as our consumers and their day-to-day lives. That’s why we offer flexible working times, remote working options, generous paid vacation increasing with service, and personal leaves of absence.

As well as being able to make the most of life at home, you’ll also be able to contribute to the Archdiocese sponsored volunteer events. You can discover more about who we’re working with near you, and you can always ask us more about this at events and interviews—we love to see how passionate our people are about giving back.