Executive Secretary

Assumption of the Blessed Virgin Mary Parish (Pasadena) Posted Expires 10/16/2026 Description Job Type: Full-time Reports To: Pastor Position Summary: The Executive Secretary provides comprehensive administrative and secretarial support to the Pastor. The individual manages communications, schedules, correspondence, records, meetings, and other administrative matters while maintaining a high level of professionalism, discretion, accuracy, and confidentiality. Support of the Pastor, coordination with parish and school leadership, handling confidential parish matters, maintaining sacramental or administrative records, and representing the Pastor’s office professionally and pastorally. Essential Functions: Manage the Pastor and Parish calendar, appointments, meetings, and scheduling priorities. Receive, screen, and appropriately direct telephone calls, emails, correspondence, visitors, and requests for meetings. Prepare, edit, proofread, and distribute letters, memoranda, reports, agendas, minutes, notices, and other official documents. Maintain confidential personnel, financial, legal, administrative, and organizational records. Prepare materials and background information needed for meetings and appointments. Coordinate meetings, including scheduling, room arrangements, agendas, invitations, supporting documents, and follow-up. Take accurate meeting minutes when required and maintain official records of decisions and action items. Monitor deadlines, assignments, and commitments made by the Pastor and provide appropriate reminders and follow-up. Serve as a liaison between the Pastor and staff, outside organizations, vendors, parishioners, parents, or members of the public. Handle sensitive information with discretion and determine which matters require the Pastor’s immediate attention. Organize and maintain electronic and physical filing systems so important documents can be easily retrieved. Assist with special projects, events, reports, presentations, and administrative initiatives assigned by the Pastor. Coordinate travel arrangements, reservations, itineraries, reimbursements, and related documentation when necessary. Maintain professional standards in the Parish office and help ensure efficient communication between Parish, School, and Ministries. Record and update all sacramental records (Baptisms, OCIA programs) Maintain the Mass Intention Book Input all donations into the Parish Data System and balance it. Process Yearly Tax letters for the Parishioners. Process new parishioner registrations and donor records Order office and church supplies Provide exceptional customer service while supporting the mission of the Catholic Church Perform other administrative duties necessary for the effective operation of the executive office. The position serves directly as an administrative extension of the Pastor, and therefore requires a higher degree of trust, judgment, confidentiality, initiative, and responsibility . Requirements MINIMUM QUALIFICATIONS: Education and Experience Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically: Active member of a Roman Catholic faith community. A candidate with a bachelor’s degree or 3-4 years of secretarial experience is preferred Knowledge, Skills, and Abilities: Knowledge of: The mission and organizational structure of the Catholic Church. Proficiency with Microsoft Office, Excel, PDF, Canvas, Google Workspace, email, calendar, and office technology; social media. Effective verbal and written communication. For positions requiring bilingual skills, the incumbent must also be reasonably fluent in English and Spanish or another language. Modern office methods and procedures. Skill in: An Executive Secretary would be expected to have excellent written and verbal communication skills; Typing at a minimum of 60 wpm. Strong organizational and time-management abilities The ability to prioritize competing demands; Must have excellent interpersonal skills and careful attention to detail. Must have strong social media skills. Ability to: Communicate effectively in written and oral form. Develop and maintain effective working relationships. Must demonstrate the ability to maintain strict confidentiality . Ability to make and answer telephone calls. Ability to operate a computer and standard office equipment. Type 60 wpm in order to meet the requirements of the position. Physical and Environmental Requirements Ability to occasionally lift up to 20 pounds. Sit for sustained periods of time daily. Perform tasks requiring intermittent bending, stooping, and walking. Sustain frequent movement of the fingers, wrists, hands, and arms. Information/Application Contact Assumption of the Blessed Virgin Mary Catholic Community Wage Range The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs. Information/Application Contact Assumption of the Blessed Virgin Mary Parish (Pasadena) #J-18808-Ljbffr