Executive Administrator to the Bishop

Description

Purpose and Scope 

To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position performs office administrative duties for the Office of the Bishop.  This position works closely with the Chancellor and Chancery staff to maintain office procedures.   

Requirements

Essential Job Functions 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Performs a wide range of administrative duties for the Bishop and Bishop Emeritus. 
• Coordinates and schedules business, social and personal appointments of the Bishop on the Outlook calendar. Maintains an accurate calendar of appointments and meeting schedules. 
• Coordinates and organizes the activities of the Bishop’s Office, tracks projects involving the Bishop:  international, national, regional, state and Diocesan. 
• Daily screens and sorts all incoming mail and communications to the Bishop; determines priority and routing of each item; responds and provides answers and information; refers items to appropriate individuals and follows up to ensure proper handling.  
• Coordinates the formatting and communication of decrees for the Bishop.   
• Coordinates and maintains clear, accurate calendar for the Bishop and Bishop Emeritus and that appointments and schedules are fully documented.   
• Coordinates travel and hotel arrangements for Bishop and Bishop Emeritus and prepares necessary materials and folders with pertinent information for the meetings.   
• Accurately composes, types, and transcribes correspondence, reports, memorandums, minutes, and other documents for the office. 
• Translates correspondence from English to Spanish or Spanish to English as necessary. 
• Ensures that correspondence, records, reports, and other documents can be easily identified and located at all times. 
• Organizes and plans functions and/or special projects with responsibility for initiating and organizing required actions, with follow-up to ensure timely implementation.  
• Coordinates screening of incoming meeting requests for the Bishop and Bishop Emeritus.  Ensure setup organization for meetings, events, or conferences such as securing conference room, ordering/setup of food and refreshments, arranges audio visual support when necessary.  
• Works in collaboration with the other Chancery Executive Assistants to keep accurate and up-to-date records of all diocesan committees.  
• Works in collaboration with the Chancery Executive Assistants to coordinate calendars and major events. 
• Provides direction and supervision of administrative volunteers. 
• This position supervises support staff. 
• Maintain a clean and neat environment. 

Additional Job Functions 

• Performs any job-related tasks deemed necessary or as assigned by the Bishops or Chancellor/Vice-Moderator of the Curia. 

Knowledge, Skills and Abilities Required 

• Working knowledge of general office procedures, including secretarial techniques, accurate record keeping, filing, and attention to detail. 
• Possess extensive knowledge of diocesan structure, USCCB activities and Church affairs. 
• Must be able to maintain confidentiality of sensitive information. 
• Ability to work under conditions of frequent interruptions and maintain composure under pressure. 
• Maintains accurate and organized records and has exceptional attention to detail. 
• Excellent verbal and written communication skills, including the ability to compose effective business communications in both English and Spanish 
• Possesses outstanding organizational skills. 
• Ability to work independently, set schedules, prioritize tasks, and work with other members of the office in a team setting.  
• Working knowledge of Microsoft applications (Word, Excel, Access, Outlook). 
• Ability to use web applications 
• Ability to demonstrate the high level of professionalism and confidentiality required when interacting with people of varying backgrounds. 
• Bilingual in English and Spanish, reading and writing. 

Minimum Qualifications 

• Associate degree in or vocational certificate/training in Business. 
• Formal training in computer software applications and office procedures. 
• Five years work experience in an equivalent position with similar job functions. 
• Active, practicing Roman Catholic in full communion with the Church. 

Work Environment 

• This job operates in a professional office environment.  
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands 

• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. 

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.