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Diocese of Winona-Rochester Employment
Executive Assistant to the Vicar General and Moderator of the Curia
Diocese of Winona-Rochester @ Winona, MN posted on Thu, Apr 18
Apply until: 2024-05-18
Job Summary
The person in this position is to demonstrate Catholic, moral, compassionate, and professional behavior in all aspects of day-to-day operations, with complete confidentiality. The Administrative Assistant is to provide superior organization, prioritization, maintain accurate records and ensure the quality of consistent professional communication. This person must be a team player who will share and participate in the vision and goals of the Diocese of Winona-Rochester, and following all diocesan personnel policies, and other office and diocesan policies, procedures, and regulations.
The Executive Assistant is directly responsible for administering a wide range of complex and confidential administrative functions. These responsibilities include frequent communication and interaction with Clergy, Religious, Senior Staff Members and Office Directors, necessitating exposure to, and handling of sensitive information. This position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgment, initiative, discretion, and independence. Due to the sensitive nature of this position, a large emphasis is placed upon maintaining good rapport, loyalty, and a close working relationship with the Bishop, Vicar General, clergy and laity. In addition, the incumbent must be a practicing Catholic in good standing who is living within the teachings of the Catholic Church.
The person in this position is expected to work cooperatively with the other Chancery staff in the executive offices, assisting them as needed/directed. When one or more of the other Chancery staff is absent or otherwise unavailable, the Administrative Assistant to the Vicar General is to provide reciprocal administrative support to the other offices in the Chancery.
Essential Duties and Responsibilities
- Ensure the Vicar General is equipped with necessary information and support to accomplish his responsibilities.
- Answer/direct phone calls; greet visitors and handle all inquiries and requests in a friendly outgoing manner in accordance with priorities and procedures determined in collaboration with the Vicar General.
- Manage incoming and outgoing mail, both land and electronic.
- Schedule phone and video conferences as needed.
- Properly maintain confidential files, records and information.
- Serve as back-up assistant for the Bishop.
- Schedule meetings and maintain calendar entries.
- Make travel arrangements.
- Transcribe dictated letters and memos for supervisor’s signature. Compose letters or memos at supervisor’s request.
- Type letters and reports from hand-written data.
- Prepare rough draft replies to routine business correspondence.
- Gather and assemble items for the Diocesan Update, and distribute the Update.
- Update diocesan listings in the Minnesota Catholic Directory and The Official Catholic Directory.
- Process Payment Authorizations for supervisor’s signature.
- Desire to pursue continuous improvement and excellence.
- Willingness to serve the Pastoral Center wherever needed.
- Regular and dependable attendance is an essential function of the position.
- Remain loyal to the Roman Catholic Church and the Local Ordinary.
Required knowledge, skills and abilities
- Possess problem-solving skills and enjoy multi-tasking.
- People oriented; work collaboratively well with co-workers.
- Good written and verbal skills, enthusiastic and a self-starter.
- Able to respond to and change directions rapidly.
- Contribute to a positive working environment through words and actions, and maintain a positive and professional demeanor.
OTHER REQUIREMENTS
Church employees must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the Diocese. It is expected that all employees respect Catholic doctrine and religious practices.
Physical Requirements
- Ability to perform high stress multi-tasking functions and meet deadlines.
- Ability to sit for prolonged periods at the computer and lift 10+ pounds.
- Ability to use a keyboard for communications, presentations and analysis.
Qualifications
Education:
Associate of Arts Degree (A.A.) from a two-year college or trade school in Office Administration or a closely related field preferred; or one to two years related experience and/or training; or equivalent combination of education and experience.
Experience:
A successful candidate will have three to five years of related office experience in upper management, with excellent Microsoft Office 365. Bi-Cultural Hispanic or Bi-Lingual Spanish is a real plus.