Executive Assistant to the Auxiliary Bishop

ARCHDIOCESE OF SEATTLE PAYROLL SERVICES; Tacoma (WA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, dental, vision

Life and disability insurance

Retirement plan (pension, 403(b))

Paid time off including holidays

Job summary

ARCHDIOCESE OF SEATTLE PAYROLL SERVICES is seeking an experienced executive assistant to the Auxiliary Bishop. This role provides high-level administrative support, drafts correspondence, manages calendars, coordinates travel, and handles confidential information with discretion.

The successful candidate will demonstrate strong organization, excellent communication, and the ability to work independently under pressure while representing the Office in a professional manner.

Qualifications

• BA degree preferred.
• 4 to 5 years demonstrated experience in high-level paraprofessional administrative/secretarial work.
• Proficient in MS Office tools (Word, Excel, Power Point, Access).

Responsibilities

• Drafts and prepares correspondence and other written materials.
• Arranges appointments and manages calendars for the Auxiliary Bishop.
• Coordinates travel arrangements including visas and lodging.
• Attends meetings, takes minutes, and responds to inquiries.
• Tracks expenses and pays bills for the Auxiliary Bishop.
• Maintains files and assists with mailings and office tasks.

Skills

Excellent communication

Organizational skills

Discretion

Interpersonal skills

Problem solving

Time management

Education

BA degree preferred

Tools

MS Office

MS Word

MS Excel

MS PowerPoint

MS Access

Job description

GENERAL INTRODUCTION:The Archbishop is the visible principle and foundation of unity in the particular Church entrusted to him. In a unique and visible way, he makes Christ’s mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Archbishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them. (Directory on the Pastoral Ministry of Bishops, 198)Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.NOTE: This is an appointed position by the Ordinary of the Roman Catholic Archdiocese of Seattle and subject to Archdiocesan Policy pertaining to appointed positions. The supervisor of this position reserves the right to make necessary modifications to this position to reflect current and appropriate responsibilities.GENERAL SUMMARY OF ESSENTIAL PURPOSE:Serves at the direction of the Auxiliary Bishop, providing administrative assistance as delegated and directed.ESSENTIAL POSITION DUTIES:1. Serves as executive assistant to the Auxiliary Bishop. As directed by the Bishop, this position:1. Drafts and prepares correspondence and other written materials.2. Arranges personal and business appointments.3. Manages calendar(s) and collaborates with staff for office of the Auxiliary Bishops and USCCB committees4. Makes required national and international travel and lodging arrangements for the Auxiliary Bishop5. Assists with additional travel requirements, specifically visas, vaccinations, etc.6. Ensures timely and professional receipt of phone calls and visitors.7. Responds to inquiries8. Attends gatherings/meetings and takes minutes as requested.2. Collaborates with the Archbishop’s staff on arrangements for attendance at events delegated by the Archbishop to the Auxiliary Bishop.3. Coordinates payment of the Auxiliary Bishop’s bills and tracking of expenses. Provides additional administrative support for the Auxiliary Bishop as required. This includes:1. Creating and maintaining working files for the Auxiliary Bishop2. Collecting and sorting mail for the Bishop3. Assisting with office mailings and other tasks as directed.4. Other duties as assigned.ESSENTIAL QUALIFICATIONS:ESSENTIAL QUALIFICATIONS:Primary:a. Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.b. Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.c. Active member of a parish/faith community in good standing with the Church.Education:BA degree preferred.Experience:a. 4 to 5 years demonstrated experience in high-level, paraprofessional administrative/secretarial work.Proficient in MS Office tools (Word, Excel, Power Point, Access).Other Elements:a. Strong organizational skills and the ability to work under pressure and with multiple tasks.b. Demonstrated ability to track details.c. Demonstrated competence in judgment and problem solving of a complex nature.d. Ability to work independently with minimal supervision.e. Excellent communications skills by phone and in person.f. Ability to maintain a high level of discretion and handle details of a confidential nature.g. Excellent interpersonal skills including the ability to interact with a variety of people.h. Ability to represent the Auxiliary Bishop(s) and their Office in a professional manner.Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant’s skills and prior relevant experience, certain degrees and certifications.Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.