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Executive Administrative Assistant

1 day ago

San Juan

Job Description The Executive Administrative Assistant provides comprehensive administrative, operational, and project support to the Moderator of the Curia and the Vicar General. This role ensures effective administrative coordination across diocesan offices and supports diocesan initiatives, communication, and event planning. DUTIES AND RESPONSIBILITIES- SUPPORT FOR THE MODERATOR OF THE CURIA Administration and Management -Manage the Moderator’s daily schedule, appointments, and calendar. -Coordinate meetings with diocesan directors, clergy and staff. -Prepare meeting materials, agendas, briefing documents, and follow-up notes. -Maintain organized office files, records, documentation. -Coordinate and maintain office inventory for curia offices when necessary. -Maintain confidentiality in all personnel, financial, and administrative matters. Communication and Correspondence -Serve as a primary point of contact between the Moderator and diocesan offices. -Draft and prepare official correspondence, letters, memos, and internal communications on behalf of the Moderator. -Coordinate responses to internal and external inquiries. -Maintain communication records and track follow-up actions when needed. Administrative Coordination • Prepare agendas and documentation for meetings with diocesan office directors., • Coordinate meetings related to employee performance evaluations of curia offices., • Prepare the Diocese of Brownsville Organizational Chart and update it as needed. Responsibilities may include: ▪ Coordinating schedules and logistics ▪ Preparing materials and communications ▪ Assisting with registration and participation tracking ▪ Providing administrative support during the program SUPPORT FOR THE VICAR GENERAL Support for Bishop Flores During his Presence at the San Juan Office • Provide administrative and hospitality support for Bishop Flores when he is working from his office in San Juan., • Welcome and greet visitors and scheduled appointments arriving to meet with Bishop Flores., • Ensure Bishop’s Office and meeting spaces are clean, organized, and prepared for his appointments., • Maintain an adequate supply of water, coffee, and other refreshments needed in his office., • Manage the Vicar General’s calendar, appointments, and scheduling of meetings with clergy, deans, and other individuals as needed or as requested by the Bishop., • Prepare agendas, materials, and supporting documentation, for meetings, and consultations. Assist the Vicar General in matters related to clergy administration throughout the Diocese, including: • Coordination of communications with priests and deans. Communication and Correspondence • Draft official correspondence, memoranda, and communications on behalf of the Vicar General., • Coordinate responses to inquiries from clergy, diocesan staff, and external organizations., • Ensure timely circulation of important communications to priests, deans, and diocesan offices., • Prepare and send Birthday cards for priests., • Maintain and update Priests Confidential Directory Assist in planning and coordinating key diocesan events related to clergy life and ministry, including: • Chrism Mass, Priests’ Retreats, Priests’ Assemblies, Clergy New Assignment Orientation, Grant Accountability Training, Priests’ Posada Confidential and Sensitive Matters • Handle confidential diocesan information with the highest level of discretion., • Assist the Vicar General with special diocesan projects and initiatives as directed by the bishop., • Provide administrative support for emerging pastoral or administrative needs within the Diocese. QUALIFICATION REQUIREMENTS • Fully initiated, Catholic who fully adheres to the teachings of the Catholic Church., • Employment is contingent upon applicants satisfactorily passing criminal background and reference checks., • Completion of Safe Environment Training-Protecting God’s Children is required upon hire., • Must have a clean driving record, current valid Texas Driver’s License, reliable transportation, and valid vehicle insurance. KNOWLEDGE, SKILLS, AND ABILITIES The requirements listed below are representative of the knowledge, skills, and/or abilities required. • Strong verbal and written communication skills., • Strong interpersonal skills to interact positively with all employees., • Professionalism, strong organizational skills., • Highly detail-oriented, organized, and self-motivated., • Ability to work with minimal supervision., • Strong analytical skills for critical thinking and problem solving., • Ability to establish and maintain effective working relationships., • Ability to multitask, ability to manage multiple priorities., • Ability to work under pressure in a fast-paced environment., • Excellent phone etiquette skills., • Time management skills with a proven ability to meet deadlines., • Proficient with Microsoft Word, Excel, PowerPoint, Outlook, Teams, Zoom, Adobe Acrobat., • Ability to operate business office equipment, i.e. computer, copier, scanner etc. EDUCATION AND EXPERIENCE • High school diploma or equivalent required; higher education preferred., • Three (3) to five (5) years administrative support experience. SALARY Commensurate with experience. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee. The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodation will be provided to enable employees with disabilities to perform the essential functions of their job. While performing the duties of this job, employees must be able to talk, hear, and see. They must have the ability to observe details at close range and be able to communicate and exchange accurate information so others will understand. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus. The employee is regularly required to stand, sit, walk, use hands/fingers to handle or feel. Employees must be able to remain in a stationary position 50% of the time. Occasionally they will need to move around in the office and position themselves to access or maintain files in filing cabinets, or to operate office machinery, etc. They will constantly be operating a computer, calculators, copiers, printers, or scanners, etc. Employees must be able to climb. Occasionally they may climb stairs, step ladders, ascend/descend a step ladder. Employees must be able to stoop, kneel, or crouch to position self to maintain files from filing cabinets, etc. Employees must be able to carry, lift and/or move up to ten pounds and occasionally carry, lift, and/or move up to twenty-five pounds. WORKING CONDITIONS The working conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position is full-time, averaging 40 hours per week. The Executive Administrative Assistant primarily works in an office environment, using computers and other standard office equipment. The noise level is usually moderate. The work environment can be dynamic with frequent interruptions. Employees may undergo stressful situations due to the nature of their work, including managing employee concerns and handling confidential information. When needed the employee will be required to travel to the Chancery in Brownsville for meetings, training, workshops, etc. The Diocese fleet vehicles are available for employees. If no fleet vehicle is available for use on a given day, the use of personal vehicles with mileage reimbursement is available for diocesan business use. Working hours: Monday through Friday; 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m. Rest breaks (15 minutes): 10:00 a.m. and 3:00 p.m. Company DescriptionThe Diocese of Brownsville is a religious organization that serves the Catholic community in the Rio Grande Valley. As a diocese, its primary mission is to provide spiritual guidance, pastoral care, and support to its Catholic members. The Diocese of Brownsville is known for its commitment to social justice, community outreach, and the promotion of Catholic values. It offers a range of ministries and programs that cater to the needs of the local community, including education, healthcare, and social services. Working for the Diocese of Brownsville means being part of a dedicated team that strives to make a positive difference in the lives of others, while fostering a strong sense of faith, compassion, and service.The Diocese of Brownsville is a religious organization that serves the Catholic community in the Rio Grande Valley. As a diocese, its primary mission is to provide spiritual guidance, pastoral care, and support to its Catholic members. The Diocese of Brownsville is known for its commitment to social justice, community outreach, and the promotion of Catholic values. It offers a range of ministries and programs that cater to the needs of the local community, including education, healthcare, and social services. Working for the Diocese of Brownsville means being part of a dedicated team that strives to make a positive difference in the lives of others, while fostering a strong sense of faith, compassion, and service.

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