Executive Assistant to the Superintendent

Executive Assistant to the Executive Director of Education and Evangelization & Superintendent of Catholic Schools Diocese of Phoenix Diocesan Pastoral Center – Executive Assistant to Superintendent of Catholic Schools IMPORTANT – APPLY FOR THIS POSITION THROUGH THE DIOCESE OF PHOENIX LINK BELOW!! Purpose and Scope To support the Diocese of Phoenix in its mission to Encounter the Living Christ, this position provides executive‑level administrative and operational support for Education and Evangelization, including the Catholic Schools Office, at the Diocesan Pastoral Center and supports departmental leadership in advancing Catholic education and evangelization throughout the Diocese. Essential Job Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Provide high‑level administrative and executive support to the Executive Director of Education and Evangelization and Superintendent of Catholic Schools, as well as shared support to departmental leadership as assigned. Manage complex calendars, schedules, travel arrangements, and meeting logistics to ensure effective use of leadership time and resources. Serve as the primary point of contact for the Executive Director of Education and Evangelization, managing incoming calls, messages, and requests directed to the Executive Director. Screen, triage, and prioritize incoming communications and requests, exercising sound judgment, discretion, and an understanding of departmental priorities. Provide accurate, professional responses to routine inquiries on behalf of department leadership, referring or escalating matters as appropriate. Coordinate with administrative assistants and departmental staff to ensure inquiries, requests, and communications are handled efficiently and directed to the appropriate personnel. Prepare, edit, and coordinate correspondence, reports, presentations, agendas, meeting materials, and other official communications. Coordinate meetings, committees, and advisory groups, including preparation of materials, recording and distribution of minutes, and follow‑up on action items as assigned. Handle confidential, sensitive, and privileged information with discretion, professionalism, and strict adherence to diocesan policies and procedures. Maintain accurate, secure, and organized electronic and physical records in accordance with diocesan records retention and confidentiality requirements. Assist with the preparation, coordination, and review of departmental budgets, financial reports, and related documentation as directed. Receive, record, and process departmental funds, including maintaining accurate records, preparing deposits, and coordinating with appropriate diocesan finance offices in accordance with established policies and procedures. Track expenditures, reconcile records, and compile financial information to support reporting requirements and leadership review. Provide administrative, logistical, and production support for departmental projects and initiatives led by department administrators and leadership, including the preparation of materials, documentation, communications, reports, and other deliverables as assigned. Support special projects, strategic initiatives, and events related to Catholic education and evangelization. Ensure efficient office operations and administrative workflows within the department. Model and uphold the mission, values, and teachings of the Roman Catholic Church in all professional responsibilities and interactions. Additional Job Functions Performs any job‑related tasks necessary as assigned by the Vicar General/Moderator of the Curia, the Chancellor/Vice‑Moderator of the Curia, Director of Ecumenism or Bishops’ Priest Assistants. Knowledge, Skills, And Abilities Required Demonstrated expertise in executive‑level administrative support, office management, and organizational coordination. Working knowledge of diocesan structures, Catholic education systems, and the mission of Catholic education and evangelization. Exceptional organizational, prioritization, and time‑management skills with the ability to manage multiple priorities accurately and efficiently. Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, and presentations. High degree of discretion, confidentiality, and professional judgment when handling sensitive information. Ability to balance executive‑level support with shared departmental responsibilities while maintaining appropriate prioritization. Ability to organize, track, and coordinate budgetary and financial information with accuracy and attention to detail. Ability to accurately handle, record, and track funds in compliance with diocesan policies and procedures. Proficiency in Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Ability to utilize additional digital tools such as Canva, Adobe Acrobat Professional, and specialty platforms including applicant‑tracking systems. Familiarity with social media platforms sufficient to assist with content preparation or coordination as requested. Ability to learn and adapt to new technologies and platforms as departmental and diocesan needs evolve. Ability to communicate effectively in English; bilingual English/Spanish skills preferred and beneficial in a shared departmental support environment. Strong interpersonal skills and the ability to work effectively with clergy, religious, educators, administrators, parents, and diverse constituencies. Clear commitment to and support of the teachings, mission, and values of the Roman Catholic Church. Minimum Qualifications Bachelor’s degree from an accredited college or university (required). Minimum of 3–5 years of experience providing executive‑level administrative support to senior leadership. Experience in education, nonprofit, or faith‑based organizations preferred. Active practicing Catholic who is in full communion with the Roman Catholic Church. Demonstrated proficiency with modern office technology and productivity tools. Ability to travel locally as required. Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands This position is largely sedentary; however, it requires the ability to perform light physical tasks as needed, including setting up and breaking down materials for meetings or events, lifting and moving boxes or supplies, handling meeting or event equipment, and bending, standing, walking, or reaching as necessary. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. #J-18808-Ljbffr Xavier College Preparatory