Catholic Administrative Assistant to the Pastor and Parochial Vicars

McDonell Area Catholic Schools; Chippewa Falls (WI); On-site; USD 26,000 - 30,000; Full time

Job summary

Our Lady of the Falls Catholic Community is seeking an Executive Administrative Assistant to support the Pastor and Parochial Vicars. You will manage calendars, prepare for meetings, and handle confidential records with warmth and discretion.

The role emphasizes organizing schedules, drafting correspondence, and coordinating parish activities. A strong Catholic background, 3+ years of experience, and proficiency with standard office software are required.

Qualifications

• Practicing Catholic in good standing with the Church.
• High school diploma required; an associate or bachelor’s degree is preferred.
• Three or more years of administrative/EA/office management experience preferred.
• Strong organization and time management with attention to detail.
• Clear, professional writing and speaking skills.
• Discretion with confidential information.
• Comfort with Microsoft Office, Google Calendar, email, databases and standard office equipment.
• Willingness to learn parish management and church software.
• Courteous, compassionate manner with clergy, staff, volunteers, and parishioners.
• Ability to work independently, juggle priorities, and adapt to schedule changes.
• Successful completion of diocesan background checks and Protect and Heal training.

Responsibilities

• Manage Pastor's calendar, appointments, meetings, and correspondence.
• Protect blocks of uninterrupted time for prayer and preparation.
• Prepare Father for meetings with agendas and background material.
• Draft and proofread routine correspondence for Father’s review.
• Track deadlines and ensure tasks are completed on time.
• Coordinate calendars to avoid conflicts with parish events.
• Handle deanery administration when Pastor serves as Dean.
• Provide day-to-day administrative support to Pastor and Parochial Vicars.
• Schedule sacraments and pastoral responsibilities.
• Screen and route calls to priests promptly.
• Maintain confidential files and ParishSoft records.
• Schedule homebound visits and ensure Protect training.

Skills

Organization

Time management

Discretion

Professional communication

Attention to detail

Clerical/customer service

Education

High school diploma

Associate or Bachelor's degree in business/communications/office administration

Tools

Microsoft Office

Google Calendar

Email

Databases

Job description

Executive Administrative Assistant to the Pastor and Parochial Vicars
Our Lady of the Falls Catholic Community

"To abide together with Jesus and invite others into His family."

Reports To: Director of Administration and Communications
Pay: $19.35 per hour
Status: Full-time, hourly
Schedule: Monday through Friday, 9:00 a.m. to 5:00 p.m.
Location: Our Lady of the Falls Central Office, 810 Pearl Street, Chippewa Falls

Position Summary

The Executive Administrative Assistant gives our Pastor and Parochial Vicars the organized, confidential support they need. That frees them to spend their time where it matters most: prayer, the sacraments, and caring for the people of our five parishes.

You'll be a key point of contact for the clergy. That means managing calendars, preparing Father for meetings, keeping sacramental records, and making sure calls and requests reach the right priest at the right time. The right person is organized, dependable, and discreet, and treats every parishioner with warmth and respect.

Support for the Pastor

Manage the Pastor's calendar, appointments, meetings, and correspondence

Protect blocks of uninterrupted time for prayer, homily preparation, pastoral visits, and pastoral support of his direct reports

Prepare Father for meetings with agendas, background material, and follow-up notes so he walks in ready

Draft and proofread routine correspondence for Father's review and signature

Track deadlines and follow up on assigned tasks so the Pastor's responsibilities are completed on time

Coordinate with the Director of Administration and Communications and the Parish Office Receptionist so Father's calendar and the shared parish calendar never conflict

Handle deanery administration when the Pastor serves as Dean, including scheduling deanery clergy meetings and managing related correspondence

Support other needs of the Pastor in his roles as Pastor and Dean, as assigned

Support for the Pastor and Parochial Vicars

Provide day-to-day administrative support to the Pastor and Parochial Vicars

Manage the Parochial Vicars' appointments related to their pastoral responsibilities, including Baptisms, weddings, funerals, and homebound visits

Screen and prioritize phone calls and requests, and route Anointing of the Sick calls to a priest without delay

Maintain confidential files, records, and correspondence in organized electronic and paper filing systems

Keep the sacramental registers current and enter sacraments into each parishioner's ParishSoft record

Schedule homebound visits for priests and lay ministers, and make sure every homebound minister completes Protect and Heal training

Qualifications

Practicing Catholic in good standing with the Church

High school diploma required. An associate or bachelor's degree in business administration, communications, office administration, or a related field is preferred

Three or more years of administrative, executive assistant, office management, or related experience preferred

Strong organization and time management, with careful attention to detail

Clear, professional writing and speaking skills

Discretion with confidential and sensitive information

Comfort with Microsoft Office, Google Calendar, email, databases, and standard office equipment

Willingness to learn parish management and church administrative software

A courteous, compassionate manner with clergy, staff, volunteers, and parishioners

Ability to work independently, juggle priorities, and adjust when schedules change

Successful completion of all diocesan background checks and Protect and Heal training

Catholic Identity and Mission

This position is a ministry of the parish. The person in this role shows respect for and commitment to the teachings and mission of the Catholic Church, supports the spiritual and pastoral work of our parishes, and offers a welcoming presence to every parishioner and visitor. They also uphold parish policies, diocesan requirements, and appropriate standards of confidentiality and professional conduct.

Core Competencies

Confidentiality and discretion

Organization and attention to detail

Professional communication

Hospitality and service to parishioners

Calendar and time management

Problem-solving and sound judgment

Persistent follow-through

Teamwork

Adaptability and initiative

Commitment to Catholic ministry

Physical and Work Requirements

Work is mostly in a parish office setting

Ability to sit, stand, walk, use standard office equipment, and occasionally lift or move materials

Occasional evening or weekend hours for parish events, meetings, or special liturgies

Equal Opportunity and Ministry Statement

Our Lady of the Falls is committed to a professional, respectful, and welcoming workplace. Employment is subject to applicable parish and diocesan policies, the requirements of the Catholic Church, and the expectations of this position as a ministry of the parish.