Executive Assistant

Parish Support Team - Omaha

Admin & Clerical
Full-Time
POSITION DESCRIPTION

POSITION TITLE: Executive Assistant
DEPARTMENT: Parish Support Team (PST)
REPORTS TO: Director, Pastoral Services
CLASSIFICATION: Regular, Full-Time, Non-Exempt
HOURS PER WEEK 40



POSITION SUMMARY
Works under the supervision of the Director of Pastoral Services in advancing the Pastoral Vision of “One Church: encountering Jesus, equipping disciples, and living mercy.” Will provide high-level administrative support for the director and other team members. Responsible for scheduling and calendaring of events and appointments. Performs office tasks such as draft communication, maintain records, order supplies, and basic bookkeeping such as process expense reports. Assist with project management and support events including facility reservation and communication with guests and presenters.

PRINCIPAL DUTIES AND RESPONSIBILITIES

General Administrative Support (40%): Provides high-level administrative support and assistance to the Director and/or other assigned staff.
• Scheduling and calendaring for events, appointments, travel, and coaching times.
• Performs administrative tasks including drafting letters, memos, invoices, reports, and other documents
• Performs office tasks including maintaining records, ordering supplies
• Assist in projects and perform additional duties as requested by other PST staff.
• Builds PowerPoint meeting drafts for Director as assigned
• Research and other special projects as assigned
• Sort email based on an established system
• Process expense reports, mileage, and invoices
• Assist in budget preparation and oversight


Mentorship Program Support (30%): Assist in facilitation of Mentorship Program details and events in conjunction with Leadership Formation Specialist.
• Assist with facilitation of building reservations for the annual program.
• Assist with coordination of catering for the sessions.
• Assist with planning and coordination of logistical details, program resources, and communication to program participants as needed.
• Coordinate participant recruitment including invitation accountability and application tracking, etc.
• Process stipends and invoices for the program.

Other PST Programs and Project Management (30%): Provide support for existing or new programs within PST
• Responsible for managing details and logistics for annual Pastoral Conference including managing project plan, coordinating location, vendors, technology, collaborate with other curial offices, and ensuring timelines are met
• Coordinate registrations, payment and logistics (meals, facilities) for events and workshops
• Build and manage registration forms as needed
• Special topics research and report generation
• Schedule podcast guests for weekly podcast recording
• Communicate with podcast guests to provide necessary preparatory information


Required Skills:
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Education and Experience:
• High school diploma required, Bachelor’s degree in Business Administration or related field preferred.
• At least two years’ experience in an executive assistant or similar administrative role required.

Software used:
• Outlook 365 and all associated Microsoft programs (Word, Excel, etc.)
• Microsoft Teams
• Basecamp
• Formstack
• Raiser’s Edge NXT


WORKING CONDITIONS: PHYSICAL REQUIREMENTS

● Routine office environment; ADA-accessible building.
● Some evening and weekends required. Flex hours in consultation with manager.