Executive Administrative Assistant

Overview General Summary of the Position

To further the spiritual and religious mission of the Diocese of Dallas by serving as Executive Assistant for the Bishop of the Diocese of Dallas. This position will provide support to the Bishop, acting with little supervision, proactively anticipating needs, managing the day‑to‑day workflow, prioritizing various projects, including heavy and exacting scheduling, contact management, preparing meeting materials, and participating in a wide range of projects.

Additionally, this position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This position performs advanced administrative functions and keeps complex records. Decisions are made independently (within the scope of the job) and contain frequent new and varied work situations. Contacts frequently involve confidential/sensitive matters necessitating
discretion
.

• Exercise broad discretion in reviewing information from multiple sources to determine whether legal or ecclesiastical review is necessary.
• Review and respond to a broad range of internal and external communications.
• Draft, edit, and review letters to ecclesiastical, legal, and civil authorities.
• Manages multiple calendars, prioritizing conflicting requirements and coordinating multiple diocesan events.
• Orchestrate travel schedule and arrangements for Bishop.
• Maintain current mailing list and email list for all clergy, seminarians, and deacon aspirants for the Bishop’s use.
• Prepare materials (e.g., agenda, minutes, etc.) for appointments, meetings, and conferences.
• Direct the organization and execution of Bishop’s social functions and special events.
• Direct day‑to‑day activities of the Bishop’s office, including office management functions.
• Direct regular maintenance of the Bishops’ residence.
• Supervise and arrange for payment of cleaning, lawn service, trash removal, cable bill, etc.
• Submit and track expenses for Bishop’s office and residence.
• Maintain Bishop’s personal mailing list and assist in purchasing and mailing cards and gifts.
• Initiates letters/cards for the office, i.e., Get Well, Sympathy, Congratulatory, Appreciation, Feast, and Jubilee cards.
• Maintain and update highly confidential parish, clergy, and legal files, ensuring appropriate files are moved to diocesan archives.
• Develop and maintain database to track clergy assignments and other confidential clergy information.
• Maintain current copy of Bishop’s Curriculum Vitae and respond to external and internal requests for Information.
• Receive, screen, return, and place calls for the Bishop. Reserve and initiate conference calls and meetings when needed. Greets guests when they arrive.
• File and record all correspondence associated with the office.
• Provide secretarial assistance at various meetings. Record and distribute agendas, minutes, and mailings.
• Prepare the Confirmation schedule for the Bishop. Track and maintain required parish forms and reports, and communicate with delinquent reporters.
• Monitor supplies and order necessary materials for office use. Maintain appropriate inventory levels.
• Prioritize inquiries and requests while troubleshooting conflicts: make judgments and recommendations to ensure smooth day‑to‑day engagements.
• Other duties as assigned.

Additional Ministerial Responsibilities:

• Performs a full range of administrative and executive support activities for the Bishop.
• Maintains accurate and complete files for the Bishop.
• Composes memos, emails, and correspondence on matters not requiring personal response from the Bishop. Composes and types own correspondence on matters not requiring personal response from the Bishop.

• High level of proficiency with computers, including Microsoft Office (Outlook, Word, Excel, PowerPoint, Access, etc.) and Adobe.
• Excellent time management skills and ability to meet deadlines.
• Must be able to work within established guidelines of authority.
• Must be able to make decisions quickly within the area of expertise.
• Extensive…