Executive Assistant to the President and Rector

CatholicJobs.com; Detroit (MI); On-site; USD 36,000 - 44,000; Full time

Job summary

Sacred Heart Major Seminary in Detroit, MI, seeks an Executive Assistant to the President/Rector. The role provides comprehensive administrative and relational support, coordinating calendars, meetings, travel, and sensitive information to promote a professional, mission-driven environment.

The position requires an associate degree or higher and 2–5 years of administrative experience. Strong computer skills in Google Apps, MS Word/Excel/Publisher/PowerPoint, and familiarity with a student

Qualifications

• Associate degree or higher required.
• Three years administrative experience or equivalent.
• Strong organization and communication skills.
• Must maintain confidentiality.
• Mission of Sacred Heart Major Seminary experience is a plus.

Responsibilities

• Provides administrative, relational, and communication support to the President/Rector.
• Receives visitors, phone calls, and emails; relays information as needed.
• Manages mail, files, copies, and document shredding.
• Handles correspondence, letters, and memo processing.
• Creates and edits administrative documents and forms.
• Maintains institutional records in digital and physical formats.
• Manages multiple calendars and scheduling.
• Attends Board meetings and prepares minutes.
• Arranges travel plans and itineraries.
• Maintains office supplies and reconciles expenses.
• Manages postal stamp machine and billing.
• Plans meetings and events; coordinates with departments.
• Coordinates room requests and accommodations for visitors.
• Inputs seminarian data into the SIS; handles confidential documents.

Skills

Organizational skills

Communication skills

Confidentiality

Relational skills

Education

Associate's Degree or higher

Tools

Google Applications

Microsoft Word

Excel

Publisher

PowerPoint

Student Information System

Job description

Executive Assistant to the President/Rector

Sacred Heart Major Seminary

Detroit, MI

Full-Time Employee

Experience: 2-5 Years

Undergraduate Degree

Base Pay: $26.00 to $28.00 Hourly

Hourly Range: $26 - $32

Job Description

The Executive Assistant to the President/Rector provides comprehensive administrative, relational, and communication support to the President/Rector and assists with the effective operation of seminary functions. This position serves as a key point of coordination and communication, helping to foster a welcoming, professional, and mission-focused environment that promotes authentic discernment for priestly vocations and lay ministry.

Essential Duties And Tasks

• Understands and adheres to the mission, vision and values of Sacred Heart Major Seminary
• Receives office visitors, telephone calls, and e-mails, and communicates information as necessary.
• Processes mail, maintains office files, makes copies, and shreds appropriate documents.
• Handles office correspondence, including letter and memo processing.
• Creates, composes, and edits administrative correspondence, forms, and documents
• Sorts, organizes, and files institutional records in digital and physical formats in accordance with seminary policies and procedures
• Responsible for scheduling and maintaining multiple calendars
• Attends Board of Trustee's meetings and prepares meeting minutes
• Arranges travel plans and itineraries.
• Maintains inventories of office supplies for the Seminary
• Responsible for reconciling and coordinating credit card expenses
• Handles all aspects of the US Postal stamp machine and billings
• Plans and schedules President/Rector meetings and correspondence
• Plans and coordinates SHMS events
• High level interdepartmental cooperation
• Responsible for inputting new seminarian student information in the Student Information System
• Handles confidential and sensitive documents
• Maintains and coordinates room requests (i.e., Chapel, Ward Library, Auditorium, Boardroom) and accommodations for overnight guests.
• Other duties as assigned.

Qualifications

• Possesses an Associate's Degree or better; three years of administrative experience or its equivalent.
• Demonstrates excellent organization, relational, and communication skills.
• Demonstrates strong computer skills, especially in the use of the Google Applications, Microsoft Word, Excel, Publisher, Power Point, and the capacity to become proficient in other applications, including student information systems.
• Demonstrates ability to maintain a high degree of confidentiality.
• Demonstrates commitment to supporting and advancing the mission of the Church and Sacred Heart Major Seminary.

About The Institution

Founded in 1919, Sacred Heart Major Seminary is a Roman Catholic seminary consisting of a fully-accredited, four-year College of Liberal Arts, as well as a fully-accredited graduate School of Theology. The seminary primarily forms priests according to the Heart of Jesus Christ the Good Shepherd, and further, prepares priests, deacons, and lay ecclesial ministers, equipping them for the work of ministry in the New Evangelization. The institution has approximately 500 students, including individuals from other countries; most students are enrolled on a part-time basis.

Equal Opportunity Employer

Sacred Heart Major Seminary is an Equal Opportunity Employer and considers all candidates for employment equally regardless of age, color, national origin, race, sex, disability status, protected veteran status, or any other characteristic protected by law.

Start Date and Application Deadline

Start Date: September 30, 2026 or sooner (negotiable).

The deadline for applications is September 30. Applications received after September 30 will be reviewed only if the position has not been filled.