Executive Assistant to the Pastor

Archspm; Saint Paul (MN); On-site; USD 34,000 - 48,000; Part time

Job summary

Saint Joseph Catholic Church in Saint Paul, MN seeks a part-time Executive Assistant to the Pastor to handle calendar, emails, calls, and confidential correspondence with tact and professionalism. The role supports the Pastor and, as time allows, may assist the Parish Administrator on confidential projects and general office duties.

Hours are approximately 15–20 per week, with potential for expanded responsibilities based on need and qualifications.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Professional communication and interpersonal skills.

Responsibilities

• Calendar and Scheduling Support: Coordinate and manage the Pastor’s calendar, including liturgical events, meetings, appointments, and pastoral visits.
• Communications Management: Monitor and manage the Pastor’s email and telephone communications, prioritizing messages and responding on the Pastor’s behalf when appropriate.
• Correspondence and Documentation: Draft, format, edit, and proofread emails, letters, announcements, and other communications; maintain confidentiality.
• Administrative and Clerical Support: Organize files, maintain records, coordinate materials for homilies and events, and assist with general office needs.
• Point of Contact: Serve as a liaison among the Pastor, parishioners, parish staff, diocesan offices, and community contacts with warmth and professionalism.
• Confidentiality and Discretion: Handle sensitive information with the highest level of confidentiality, discretion, and integrity.
• Support for the Parish Administrator: Assist with confidential personnel-related administrative tasks and other office support needs when time permits.

Skills

Organization

Discretion

Professional communication

Confidentiality

Job description

Saint Joseph Catholic Church is seeking a highly organized, discreet, and compassionate individual to serve as a part-time Executive Assistant to the Pastor. This position supports the Pastor in managing daily administrative responsibilities, including email and telephone communications, calendar coordination, correspondence, and logistical planning. The ideal candidate will be a polished and professional communicator who deeply respects the mission of the Catholic Church and understands the pastoral sensitivities of parish life. As time permits, the Executive Assistant may also support the Parish Administrator with confidential assignments and other administrative needs.

This position is initially expected to require approximately 15–20 hours per week. Because the parish has additional administrative needs, there may be an opportunity to expand the position’s hours and responsibilities based on the successful candidate’s qualifications, interests, and availability.

Saint Joseph Catholic Church and School is a vibrant community with a rich Catholic culture. The parish draws significant daily participation in the sacraments, promotes a culture of life, and has maintained perpetual Eucharistic Adoration for more than 30 years. It has also cultivated many fruitful vocations to the diaconate, priesthood, consecrated life, and marriage. We foster a strong community through opportunities for all ages, including social events, book studies, retreats for men, women, and youth, adult faith formation, works of mercy, senior gatherings, and more. We are also blessed to offer one of the largest and most established Catechesis of the Good Shepherd (CGS) programs in the Archdiocese, fully integrated into our school’s prekindergarten through fifth-grade curriculum.

Our school, a primary instrument of evangelization and education, has served young people for more than 75 years. Saint Joseph Catholic School forms joyful disciples of Jesus Christ who pursue academic excellence and cultivate lives of virtue. Evangelization is at the heart of the school’s mission: helping young people become good, faithful, and productive citizens—and, even more importantly, helping them know and love Jesus Christ and become virtuous, active members of His Church. Our commitment to academic excellence is not merely compatible with our Catholic identity and mission; it is demanded by that mission. We currently serve more than 400 students in kindergarten through eighth grade, as well as nearly 70 preschool students.

Essential Responsibilities

• Calendar and Scheduling Support: Coordinate and manage the Pastor’s calendar, including liturgical events, meetings, appointments, and pastoral visits. Anticipate and resolve scheduling conflicts with discretion and efficiency.
• Communications Management: Monitor and manage the Pastor’s email and telephone communications, prioritizing messages and responding on the Pastor’s behalf when appropriate. Ensure that all communications are timely, respectful, and pastorally sensitive.
• Correspondence and Documentation: Draft, format, edit, and proofread emails, letters, announcements, and other communications. Maintain an appropriate tone and strict confidentiality in all written materials.
• Administrative and Clerical Support: Organize files, maintain records, coordinate materials for homilies and public events, and assist with general office needs.
• Point of Contact: Serve as a liaison among the Pastor, parishioners, parish staff, diocesan offices, and community contacts. Represent the Pastor and the parish with warmth, professionalism, and respect.
• Confidentiality and Discretion: Handle sensitive information—including pastoral, personnel, and parish matters with the highest degree of confidentiality, discretion, and integrity.
• Support for the Parish Administrator: As time permits, assist the Parish Administrator with confidential personnel-related administrative tasks, filing, data entry, special projects, and other office support needs.