Executive Assistant to the Superintendent of Catholic Schools and Secretariat Director

Archdiocese of Galveston-Houston; Texas; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Archdiocesan benefits

Paid time off

Job summary

Archdiocese of Galveston-Houston seeks an Executive Assistant to the Superintendent of Catholic Schools and Secretariat Director. This pivotal role supports the Catholic Schools Office, acts as a primary contact for school leaders, pastors, and archdiocesan partners, and helps advance mission-driven initiatives.

The position requires organization, discretion, and strong communication. A high school diploma is required; associate/bachelor preferred.

Qualifications

• High school diploma required; associate or bachelor's degree preferred.
• Minimum of three years of progressively responsible administrative support experience.

Responsibilities

• Provide direct administrative support to the Superintendent of Catholic Schools and Secretariat Director.
• Screen calls, take messages, and respond to inquiries as appropriate.
• Draft correspondence, reports, and other communications.
• Coordinate appointments, meetings, travel, and events.
• Maintain calendars, records, and confidential files.
• Create and maintain spreadsheets, databases, and tracking systems.

Skills

Communication

Organization

Attention to detail

Discretion

Multitasking

Education

High school diploma

Associate/Bachelor degree preferred

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Canva

CMS familiarity

Database platforms

Scheduling systems

Job description

Executive Assistant to the Superintendent of Catholic Schools and Secretariat Director Archdiocese of Galveston-Houston

St. Dominic CenterThe Archdiocese of Galveston-Houston is seeking a highly organized, detail-oriented, and mission-driven professional to serve as Executive Assistant to the Superintendent of Catholic Schools and Secretariat Director (Executive Assistant). This position plays an integral role in supporting the Catholic Schools Office and serves as a primary point of contact for school leaders, pastors, Archdiocesan departments, parents, and external partners. The Archdiocese of Galveston-Houston Catholic Schools Office serves a vibrant community of Catholic schools dedicated to forming students in faith, academic excellence, and character. The Superintendent of Catholic Schools and Secretariat Director provides leadership and vision for this ministry, working collaboratively with pastors, principals, educators, and Archdiocesan leaders to strengthen Catholic education throughout the Archdiocese. The Catholic Schools Office supports schools through leadership development, accreditation and compliance, curriculum support, faith formation, enrollment initiatives, and operational guidance. SummaryThe Executive Assistant provides comprehensive administrative and operational support to the Superintendent and the Catholic Schools Office (CSO). Responsibilities include coordinating office operations, maintaining confidential records, supporting financial and compliance functions, managing schedules and communications, and assisting with projects and initiatives that advance the mission of Catholic education. The position requires a practicing Catholic in good standing whose life and conduct reflect the teachings, values, and mission of the Catholic Church. This is a full-time position eligible for Archdiocesan benefits and paid time off.Essential Duties and ResponsibilitiesOther duties may be assigned.

• Provide direct administrative support to the Superintendent of Catholic Schools and Secretariat Director.
• Answer and screen telephone calls, take accurate messages, and respond to inquiries as appropriate.
• Draft correspondence, memoranda, reports, and other communications.
• Coordinate appointments, meetings, special events, and travel arrangements.
• Maintain the Superintendent's calendar and scheduling priorities.
• Organize, maintain, and archive electronic and paper records.
• Prepare, distribute, and file documents and materials.
• Coordinate meeting logistics, including room reservations, technology, and materials.
• Maintain the Catholic Schools Office Directory and master calendar.
• Create and maintain spreadsheets, reports, databases, and other tracking systems.
• Manage room reservations utilizing the Mazevo scheduling platform.
• Maintain teacher service records and related personnel documentation.
• Ensure the confidentiality and security of sensitive personnel, student, financial, and organizational information.
• Serve as the Student and Exchange Visitor Information System (SEVIS) Administrator.
• Maintain required records and reporting in compliance with applicable regulations.
• Assist with budget tracking and financial recordkeeping.
• Coordinate employee recognition programs and awards.
• Support departmental reports, projects, and strategic initiatives.
• Provide backup support for Catholic Schools website content management and updates.
• Assist with administration of the Capernaum system and other departmental databases and software platforms.
• Foster positive and professional relationships with Catholic school leaders, pastors, Archdiocesan staff, parents, and community partners.
• Support the mission and values of Catholic education in all aspects of assigned responsibilities.
• Perform other duties as assigned by the Superintendent of Catholic Schools and Secretariat Director.

Support technology needs for meetings, presentations, and office operations.

Education and Experience

• High school diploma or equivalent required.
• Associate's degree, bachelor's degree, or additional college coursework preferred.
• Minimum of three (3) years of progressively responsible administrative support experience required.
• Experience in education, nonprofit, church, or diocesan settings preferred.

Knowledge, Skills, and Abilities

• Excellent written, verbal, and interpersonal communication skills.
• Exceptional organizational, time management, and multitasking abilities.
• Strong attention to detail and accuracy.
• Ability to exercise sound judgment, discretion, and confidentiality.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Proficiency in Canva.
• Experience creating and maintaining spreadsheets, databases, and tracking systems.
• Ability to work independently and collaboratively.
• Familiarity with website content management systems preferred.
• Familiarity with database management platforms preferred.
• Experience with scheduling and room reservation systems preferred.