Catholic Administrative Assistant to the Pastor and Parochial Vicars

Executive Administrative Assistant to the Pastor and Parochial Vicars

Our Lady of the Falls Catholic Community

"To abide together with Jesus and invite others into His family."

Reports To: Director of Administration and Communications

Pay: $19.35 per hour

Status: Full-time, hourly

Schedule: Monday through Friday, 9:00 a.m. to 5:00 p.m.

Location: Our Lady of the Falls Central Office, 810 Pearl Street, Chippewa Falls

Position Summary

The Executive Administrative Assistant gives our Pastor and Parochial Vicars the organized, confidential support they need. That frees them to spend their time where it matters most: prayer, the sacraments, and caring for the people of our five parishes.

You'll be a key point of contact for the clergy. That means managing calendars, preparing Father for meetings, keeping sacramental records, and making sure calls and requests reach the right priest at the right time. The right person is organized, dependable, and discreet, and treats every parishioner with warmth and respect.

Essential Responsibilities

Support for the Pastor

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  Manage the Pastor's calendar, appointments, meetings, and correspondence

  
  


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  Protect blocks of uninterrupted time for prayer, homily preparation, pastoral visits, and pastoral support of his direct reports

  
  


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  Prepare Father for meetings with agendas, background material, and follow-up notes so he walks in ready

  
  


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  Draft and proofread routine correspondence for Father's review and signature

  
  


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  Track deadlines and follow up on assigned tasks so the Pastor's responsibilities are completed on time

  
  


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  Coordinate with the Director of Administration and Communications and the Parish Office Receptionist so Father's calendar and the shared parish calendar never conflict

  
  


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  Handle deanery administration when the Pastor serves as Dean, including scheduling deanery clergy meetings and managing related correspondence

  
  


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  Support other needs of the Pastor in his roles as Pastor and Dean, as assigned

  
  

Support for the Pastor and Parochial Vicars

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  Provide day-to-day administrative support to the Pastor and Parochial Vicars

  
  


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  Manage the Parochial Vicars' appointments related to their pastoral responsibilities, including Baptisms, weddings, funerals, and homebound visits

  
  


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  Screen and prioritize phone calls and requests, and route Anointing of the Sick calls to a priest without delay

  
  


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  Maintain confidential files, records, and correspondence in organized electronic and paper filing systems

  
  


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  Keep the sacramental registers current and enter sacraments into each parishioner's ParishSoft record

  
  


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  Schedule homebound visits for priests and lay ministers, and make sure every homebound minister completes Protect and Heal training

  
  

Qualifications

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  Practicing Catholic in good standing with the Church

  
  


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  High school diploma required. An associate or bachelor's degree in business administration, communications, office administration, or a related field is preferred

  
  


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  Three or more years of administrative, executive assistant, office management, or related experience preferred

  
  


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  Strong organization and time management, with careful attention to detail

  
  


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  Clear, professional writing and speaking skills

  
  


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  Discretion with confidential and sensitive information

  
  


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  Comfort with Microsoft Office, Google Calendar, email, databases, and standard office equipment

  
  


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  Willingness to learn parish management and church administrative software

  
  


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  A courteous, compassionate manner with clergy, staff, volunteers, and parishioners

  
  


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  Ability to work independently, juggle priorities, and adjust when schedules change

  
  


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  Successful completion of all diocesan background checks and Protect and Heal training

  
  

Catholic Identity and Mission

This position is a ministry of the parish. The person in this role shows respect for and commitment to the teachings and mission of the Catholic Church, supports the spiritual and pastoral work of our parishes, and offers a welcoming presence to every parishioner and visitor. They also uphold parish policies, diocesan requirements, and appropriate standards of confidentiality and professional conduct.

Core Competencies

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  Confidentiality and discretion

  
  


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  Organization and attention to detail

  
  


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  Professional communication

  
  


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  Hospitality and service to parishioners

  
  


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  Calendar and time management

  
  


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  Problem-solving and sound judgment

  
  


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  Persistent follow-through

  
  


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  Teamwork

  
  


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  Adaptability and initiative

  
  


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  Commitment to Catholic ministry

  
  

Physical and Work Requirements

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  Work is mostly in a parish office setting

  
  


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  Ability to sit, stand, walk, use standard office equipment, and occasionally lift or move materials

  
  


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  Occasional evening or weekend hours for parish events, meetings, or special liturgies

  
  

Equal Opportunity and Ministry Statement

Our Lady of the Falls is committed to a professional, respectful, and welcoming workplace. Employment is subject to applicable parish and diocesan policies, the requirements of the Catholic Church, and the expectations of this position as a ministry of the parish.