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Executive Assistant - Austin

Executive Assistant - Austin


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Ministerial CharacterThe Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them. Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church. Job Summary:The Executive Assistant assists the Chancellor, Vice-Chancellor, and Vicar for Priests by supporting the activities and services of their offices. The position reports to the Vice-Chancellor and operates with some latitude for the use of independent judgment and initiative.Essential Job Duties:As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.Act as a witness to Gospel values by modeling the teachings of the Catholic Church.Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.Execute daily administrative activities in support of the Chancellor, Vice-Chancellor, and Vicar for Priests, including: coordination and calendaring of events; filing, reviewing, and processing mail; screening and responding to calls and messages; taking dictation; researching, drafting, and editing various documents; gathering and organizing information necessary for meetings, special projects, and reports; coordinating, scheduling, and arranging international and domestic travel; managing the calendar of the Vicar for Priests; reconciling the budget for the Vicar for Priests; and processing check requests.Assist the Chancellor and Vice-Chancellor in maintaining and updating the property files, Official Catholic Directory updates, and other files and records as directed.Process requests related to visiting deacon and religious suitability statements and preparation of Testimonials of Suitability for Diocese of Austin deacons.Coordinate, set up, and assist with administrative needs for meetings, conferences, retreats, and other events in support of the Chancellor, Vice-Chancellor, and Vicar for Priests.Maintain personnel files of deacons and religious in the diocese.Maintain deacon and religious records in PDS; serve as a resource for clergy and religious mailing lists.Provide administrative support to the Minister to Priests.Serve as Notary Public.Maintain a work schedule that maximizes availability to parishes, diocesan staff, and others.Knowledge, Skills and Abilities:Knowledge of the structure and basic teachings of the Roman Catholic Church.Knowledge of office practices, record keeping techniques, and file maintenance.Skill in writing and editing various documents.Skill in working with high level clergy and public officials.Skill in operating position-appropriate technology, including various word-processing and spreadsheet software, database programs, web browsers, and other typical office equipment and technology.Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.Ability to maintain strict confidentiality at all times.Ability to organize, prioritize, and utilize effective time-management techniques.Ability to work in a fast-paced environment.Ability to carry out multiple tasks, complete tasks per established guidelines, and meet deadlines.Ability to follow instructions furnished in verbal or written format.Ability to work independently.Ability to proficiently communicate in English (conversing, reading, and writing).Minimum Qualifications:Education and Trainings:High School Diploma or GED certificate acceptable to Texas Education Agency.Language Requirement:English (proficient in conversing, reading, and writing).Catholic Requirement:Must be a practicing Roman Catholic in good standing.Licenses/Certifications:Notary Public.Valid Texas driver's license.Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.Ministerial CharacterThe Bishop is the visible principle and foundation of unity in the particular Church (the diocese) entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Bishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them. Each position employed in the Diocese of Austin helps to extend the ministry of the Bishop in particular ways as outlined in the job description. Therefore, the employee in this position is closely connected to and assists the Bishop in the performance of his ministry and thereby engages in ministry for the church. Job Summary:The Executive Assistant assists the Chancellor, Vice-Chancellor, and Vicar for Priests by supporting the activities and services of their offices. The position reports to the Vice-Chancellor and operates with some latitude for the use of independent judgment and initiative.Essential Job Duties:As an integral part of your ministry for the Church as carried out in this position, support and uphold the philosophy of Catholic ministry and the mission of the Diocese of Austin in both your professional and personal life.Act as a witness to Gospel values by modeling the teachings of the Catholic Church.Continuously grow in your ministry by participating in religious ceremonies, training sessions, and reflection activities as directed.Execute daily administrative activities in support of the Chancellor, Vice-Chancellor, and Vicar for Priests, including: coordination and calendaring of events; filing, reviewing, and processing mail; screening and responding to calls and messages; taking dictation; researching, drafting, and editing various documents; gathering and organizing information necessary for meetings, special projects, and reports; coordinating, scheduling, and arranging international and domestic travel; managing the calendar of the Vicar for Priests; reconciling the budget for the Vicar for Priests; and processing check requests.Assist the Chancellor and Vice-Chancellor in maintaining and updating the property files, Official Catholic Directory updates, and other files and records as directed.Process requests related to visiting deacon and religious suitability statements and preparation of Testimonials of Suitability for Diocese of Austin deacons.Coordinate, set up, and assist with administrative needs for meetings, conferences, retreats, and other events in support of the Chancellor, Vice-Chancellor, and Vicar for Priests.Maintain personnel files of deacons and religious in the diocese.Maintain deacon and religious records in PDS; serve as a resource for clergy and religious mailing lists.Provide administrative support to the Minister to Priests.Serve as Notary Public.Maintain a work schedule that maximizes availability to parishes, diocesan staff, and others.Knowledge, Skills and Abilities:Knowledge of the structure and basic teachings of the Roman Catholic Church.Knowledge of office practices, record keeping techniques, and file maintenance.Skill in writing and editing various documents.Skill in working with high level clergy and public officials.Skill in operating position-appropriate technology, including various word-processing and spreadsheet software, database programs, web browsers, and other typical office equipment and technology.Ability to provide excellent customer service and work effectively with staff, clergy, religious, and laity.Ability to maintain strict confidentiality at all times.Ability to organize, prioritize, and utilize effective time-management techniques.Ability to work in a fast-paced environment.Ability to carry out multiple tasks, complete tasks per established guidelines, and meet deadlines.Ability to follow instructions furnished in verbal or written format.Ability to work independently.Ability to proficiently communicate in English (conversing, reading, and writing).Minimum Qualifications:Education and Trainings:High School Diploma or GED certificate acceptable to Texas Education Agency.Language Requirement:English (proficient in conversing, reading, and writing).Catholic Requirement:Must be a practicing Roman Catholic in good standing.Licenses/Certifications:Notary Public.Valid Texas driver's license.Must maintain compliance with the Diocese of Austin Ethics and Integrity in Ministry (EIM) policies throughout the employment period.

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Last Updated on: February 19, 2018
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