Executive Assistant to the Pastor
Basic Functions
The Executive Assistant to the Pastor serves as the trusted assistant to the Pastor of St. Moses the Black Parish while providing a high level of administrative support and helping the Pastor effectively execute the mission of St. Moses the Black Parish. This position is responsible for being the first point of contact for visitors, guests, phone calls and initial requests for meetings with the Pastor. This position requires a pleasant, customer service demeanor as the position is very demanding. Also requires mobility to run errands necessary for the day to day needs of the Parish.
Duties and Responsibilities
- Manage the Pastor’s calendar for appointments, meetings, etc.
- Provide administrative support; requires extensive use and knowledge of Microsoft Office (Word and Excel), Google Suite (use of email and calendar), and knowledge of Mac computer system.
- Provides support of Pastor’s committee meetings (Parish Pastoral Council) and Archdiocese of Chicago related commitments.
- Provides hospitality support (orders meals, set up for meetings, events and programs).
- Serves as frontline for any requests for meetings, telephone calls and incoming mail for Pastor.
- Schedule meetings and appointments for the Pastor and maintain his calendar, as directed. Including but not limited to meetings relating to funeral and wedding preparation.
- Reconcile expenses related to Pastor’s use of Archdiocese of Chicago purchasing card.
- Perform confidential and special projects as needed.
- Completes clerical tasks as necessary, including typing, filing, and copying.
- Prepares correspondence using various Microsoft Office programs. Draft correspondence for the Pastor’s signature including but not limited to thank you letters and general greetings when requested.
- Reads and responds to all emails in a timely and efficient manner.
- Check Archdiocese email (Izzy and SharePoint) regularly to ensure knowledge of upcoming events/activities within the Archdiocese of Chicago.
- Maintains the in-office calendar and stay up to date on upcoming Parish meetings and events.
- Assists in communication of parishioners’ special dates (anniversaries and birthdays) to Pastor.
- Attends parish meetings, takes minutes, and distributes minutes to the proper channels.
- Assist in executing promotional campaigns, prepare special mailings, including special mailings for Christmas, financial appeals, and general personal greetings as directed by Pastor.
- May follow up by phone or written notice to Parishioner’s concerns or requests as instructed by Pastor.
- Participate and complete necessary computer training to enhance tasks needed to ensure efficiency of Pastor.
- Is friendly and courteous and works well with a wide range of different personalities.
- Exhibits strong organizational skills and pays close attention to detail.
- Demonstrates familiarity with Parish website.
- Is capable of efficiently multitasking on a regular basis.
- May be given various other assignments and projects consistent with the responsibility level and general duties of an Executive Assistant to the Pastor.
Additional Duties and Responsibilities
- Serve as Social Media Assistant.
- Responsible for developing, implementing, and managing the Parish’s social media content to increase awareness of events and activities, engage audiences and potentially increase attendance (mass, Parish events, etc.)
- Create engaging and relevant content for various social media platforms, including text, image, and video content.
- Excellent written and verbal communication skills, with the ability to craft compelling and concise content tailored to specific audiences and platforms.
- Creative thinking and problem-solving abilities, with a desire to participate in the Parish’s social media marketing.
- Proficiency in social media management tools, analytics platforms, and advertising platforms.
Requirements & Preferences
- Education Required: High school graduate, GED or equivalent
- Education Preferred: Some college or formal Administrative Assistant training
- Experience Required: Minimum of 3 years of related office experience or equivalent combination of formal education and related work experience
- Experience Preferred: 5 years direct secretarial experience in a fast-paced environment; customer service experience
- Skills Required: Basic knowledge of Microsoft Word and Excel; filing, dictation/transcription and other general office skills.
- Skilled Preferred: Advanced applications of the Microsoft Office suite and bookkeeping.
- Other Required: Availability to work overtime as needed
Job Type: Full-time
Pay: From $41,600.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
- Overtime
- Weekends as needed
Experience:
- Microsoft Excel: 5 years (Preferred)
- Microsoft Powerpoint: 5 years (Preferred)
Ability to Commute:
- Chicago, IL 60619 (Required)
Work Location: In person