Pastor Support Executive – Administrative Excellence

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

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.