Executive Secretary to the Archbishop

Archdiocese of Omaha Chancery - Omaha

Admin & Clerical
Full-Time
POSITION TITLE: Executive Secretary to the Archbishop
DEPARTMENT: Office of the Archbishop
REPORTS TO: Archbishop
EFFECTIVE DATE: August 31, 2022
CLASSIFICATION: Regular, Full-Time, Non-Exempt
HOURS PER WEEK: 40

POSITION SUMMARY

The Executive Secretary supports the day to day needs of the Office of the Archbishop by managing correspondence, calendars, and providing clerical and administrative support for the Archbishop and the professional employees attached to the Office of the Archbishop. The Executive Secretary facilitates communication between the Archbishop and individuals within and outside of the curia. The Executive Secretary is often the first direct contact with the Office of the Archbishop by telephone, email, or written correspondence, and so needs to demonstrate Christian behavior and maintain confidentiality in all dealings and situations.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Perform all normal secretarial functions, including keyboarding, typing, dictation and/or
transcription, filing, and maintaining records.
• Prepare, organize, distribute, and file correspondence, minutes, memos, reports and other
materials.
• Courteously screen phone calls, keep accurate computer record of all calls and messages, relay
messages precisely and immediately, answer questions as appropriate.
• Maintain appropriate confidentiality of correspondence.
• Process incoming and outgoing mail and other material related to the operation of the office.
• Coordinate printed material and mailings for the Archbishop’s Office; order supply of stationery
and business cards.
• Schedule and coordinate appointments, meetings, speaking engagements, and special events
for the Archbishop, including Confirmation schedule, and communicates appointments with
those involved.
• Arrange Archbishop’s travel including transportation, lodging, document preparation, and
special arrangements for foreign travel.
• Prepare and maintain tickler file for meetings and events.
• Prepare, distribute, and coordinate the arrangements, correspondences, and documents
necessary for the processing of requests for Papal Audiences and forwarding to the appropriate
office in the Vatican/Rome.
• Maintain a variety of lists, including priests, pastors, deans, deacons, Presbyteral Council,
archdiocesan commissions and boards, honorary associations, consecrated life database, as
well as the Archbishop’s personal Christmas Card lists.
• Approve meeting room requests for the boardroom, dining room and auditorium.
• Type Archbishop’s homilies, columns, speeches, statements, and distributes these for
publication in the Catholic Voice and on the Archdiocese of Omaha website.
• Prepare correspondence and documents for priest assignments, new pastors and new priests,
letters of good standing, and maintain various records and files; informs staff when
appropriate.
• Organize special events, including but not limited to dinners at Archbishop’s house, Chrism
Mass, social functions, Priests’ Christmas dinner, and Archdiocesan celebrations. For special
events, handle invitations, catering, hotel arrangements, travel, transportation to/from airports,
and securing locations.
• Assist with calls to the Office of Missions and Justice and provides secretarial support to this
office.
• Assists Archbishop Emeritus with preparation of correspondence, travel arrangements, and
coordination of appointments.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent professional and courteous telephone skills.
• Proficient in computer and keyboard skills as well as an ability to learn and effectively use
software relevant to job duties.
• Knowledge of administrative and clerical procedures and systems such as word processing,
managing files and records, correspondence, and transcription.
• Knowledge of religious/ecclesial terminology and protocol; strong understanding of the Catholic
Church/faith.
• Understanding of and strict adherence to confidentiality and consistently exercising discretion
and good business judgment.
• Effectively conveys and receives ideas through writing and speaking; explains thoughts
coherently and asks questions when clarification is needed; able to communicate with diverse
groups of people.
• Exhibits a helpful, caring, and professional attitude always.
• Ability to establish strong, positive, interpersonal relations with a variety of personalities and
work styles, understanding of the need for situational confidentiality and attention to business
ethics.
• Ability to be diplomatic in relations with staff and the public.
• Ability to coordinate, schedule, follow through and carry out assignments accurately and with
minimal supervision.
• Ability to accurately and quickly type or transcribe various documents including
correspondence, minutes, agendas, mailing labels, and related documents.

EDUCATION AND EXPERIENCE

• Active, practicing Roman Catholic in full communion with the Catholic Church, with a
demonstrated commitment to the mission of the Church and full assent to all magisterial
teaching.
• Minimum 3 years of secretarial experience with executive or administrative responsibilities
required.
• High school diploma required, with related college or business school courses preferred.
• Associate degree in office administration, business, or equivalent a plus.
• Proficient in Microsoft Office Suite, Internet, and email required.