Administrative Assistant to the Rector
Administrative Assistant to the Rector
Posted on :
17-06-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
17-06-2025
Job Description
Job Summary
The Administrative Assistant to the Rector provides direct administrative support to the Rector and facilitates smooth day-to-day operations at Blessed Sacrament Cathedral. The position supports internal coordination communication and scheduling across ministries and parish leadership. This role also assists the Program & Communications Manager with operational tasks and public-facing support. Key responsibilities include calendar management correspondence event logistics receptionist duties and meeting documentation. The Administrative Assistant also serves as Secretary for Art for Gods Sake (AFGS) and acts as a backup docent and point of contact for Cathedral pilgrimages.
Essential Duties and Responsibilities
1. Administrative Support for the Rector
- Maintain the Rectors calendar; schedule and confirm appointments.
- Prepare materials for meetings and events; assist with document drafting and editing.
- Organize records files and document retention systems.
- Draft correspondence and reports as requested.
- Schedule the Missionary Priest and coordinate substitute clergy when the Rector is away.
2. Operations & Ministry Support
- Work with the Chief of Staff to support operational efficiency and administrative consistency.
- Coordinate staff prayer schedules meeting invitations team outings and required attendance events.
- Maintain and oversee internal calendar software and keep shared schedules up to date.
- Record and distribute minutes from staff leadership and designated parish meetings.
- Answer general parish emails and the Cathedrals emergency line escalating urgent issues appropriately.
3. Support for the Program & Communications Manager
- Serve as a receptionist and provide customer service support for pilgrimages tours and events including answering related inquiries by phone and email.
- Act as a trained backup docent for Cathedral pilgrimages and group tours; assist with hospitality and onsite coordination as needed.
- Support the publication and distribution of communications materials when needed.
- Assist with logistics for events and programs coordinated by the Program & Communications Manager.
4. Internal Communication & Coordination
- Act as a liaison between ministries clergy and staff to foster effective communication and project coordination.
- Manage internal updates shared folders and weekly workflow items that impact multiple teams.
- Support the implementation of cross-ministry initiatives and ensure alignment with Cathedral goals.
5. AFGS Secretary & Administrative Support
- Serve as Secretary for Art for Gods Sake (AFGS) including scheduling communication and documentation support.
- Collaborate with Cathedral leadership to integrate AFGS efforts into parish outreach and engagement strategies.
Qualifications
Education & Experience
- Bachelors degree in Theology Business Communications or related field (preferred).
- Minimum 3 years of experience in parish administration ministry support or customer service.
- Experience with event coordination or tour-based hospitality a strong plus.
Skills & Abilities
- Strong organizational and multitasking skills with close attention to detail.
- Clear and friendly communicator both written and verbal.
- Proficient in Microsoft Office Google Workspace and parish-related software (e.g. ParishSoft Flocknote).
- Comfortable learning and using new software with capacity to train others once proficient.
- Capable of handling confidential information with discretion.
Personal Attributes
- Mission-driven and highly service-oriented.
- Reliable and adaptable especially during high-volume event periods.
- Warm professional demeanor that supports a culture of hospitality and collaboration.
Work Environment & Physical Demands
- Combination of office-based tasks and public interaction.
- Occasional evening or weekend duties may arise for special events or pilgrimages.
- Must be able to give tours stand for extended periods and lift light materials when needed.
Additional Information
- Background check and Safe Environment certification required.
- Opportunities for professional development available.
Employment Type
Full Time
Key Skills
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