Executive Assistant, Vicariate for Clergy, Religious, and Parish Life Coordinators Office

Location: Downtown Indianapolis

Posted: November 21, 2024

The Archdiocese of Indianapolis is seeking an Executive Assistant for its Vicariate for Clergy, Religious, and Parish Life Coordinators Office. The Executive Assistant will be primarily responsible for coordinating communication and providing administrative support for the Episcopal Vicar for Clergy, Religious, and Parish Life Coordinators; being of assistance to the Director of Continuing Formation of Priests and the Director of Permanent Deacons; and collaborating with other vicariate and chancery staff in managing the daily work of the office. This position will be expected to perform the following duties:

  • Greet guests, offering hospitality, and answering phone calls, emails, and messages for those contacting the office
  • Process and distribute incoming mail
  • Screen calls, answer inquiries, handle questions from priests and laity, and refer appropriately
  • Act as the primary public relations contact for the offices in the Vicariate
  • At the direction of the Vicar for Clergy, prepare letters, reports, remarks, and written communication for review and approval
  • At the direction of the Vicar for Clergy, respond to calls, letters, emails, and other forms of communication by providing the information or directing parties to other appropriate offices
  • Manage the calendar of the Vicar for Clergy, scheduling appointments and providing information for upcoming meetings
  • Manage files for the Vicar for Clergy
  • Maintain all personnel files for priests, religious serving in the diocese, and PLCs
  • Prepare and submit check requests for the office, as well as all personnel action forms for clergy and PLCs
  • Maintain a database containing updated contact information for all priests and PLCs
  • Other duties as assigned

Qualified applicants will meet the following specifications and requirements:

  • Candidate must be a practicing Catholic in good standing with the Church
  • Minimal requirement of a high school diploma. A bachelor’s degree or equivalent is preferred
  • Experience in vocational and/or personnel fields is preferred
  • At least three years of administrative/general office experience
  • Ability to effectively communicate orally and in writing with sensitivity, accuracy, and discretion
  • Excellent organizational skills and the ability to prioritize assignments and tasks
  • Ability to take initiate, anticipate needs, and take steps to address them
  • Ability to maintain highly sensitive and confidential information
  • Ability to work collaboratively and effectively with other offices and staff in the Catholic Center
  • Proficiency with computer software, including databases management and Microsoft Office
  • Knowledge of Catholic organizations and structures

Interested candidates may submit resume, cover letter and references to Andrea Wunnenberg, Director, Human Resources, at HR@archindy.org by December 12th.

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