Executive Assistant Catholic Schools Office

Title: Executive Assistant Position Summary: The Executive Assistant provides high-level administrative, operational, and project support to the Superintendent of Catholic Schools. This position serves as a key organizational coordinator, ensuring efficient office operations, effective communication, and successful execution of strategic initiatives that support the mission of Catholic education throughout the Diocese. The Executive Assistant manages executive calendars, coordinates meetings and events, prepares agendas and meeting materials, drafts and edits professional communications, and oversees administrative processes that advance departmental goals. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a dynamic environment. This position requires commitment to serving the Catholic Church and upholding its teachings in all aspects of work. The successful candidate will affirm support for the Church’s teachings and contribute to a Christ-centered educational environment that promotes academic excellence, faith formation, and service. As a member of the Catholic Schools Office team, the Executive Assistant is expected to model the teachings, values, and mission of the Catholic Church through professional conduct, collaboration, and service to schools, families, and diocesan stakeholders. Classification: Exempt, Full Time Reports To: Superintendent Essential Duties and Responsibilities Performs a variety of general office administrative duties, both efficiently and accurately, in support of the Superintendent and senior staff under the scope of his supervision. Maintains the daily and long-term calendar of the Superintendent, scheduling appointments and planning meetings/agendas with various groups and individuals, both within and outside of the Diocese. Greets and assists guests attending meetings with the Superintendent. Updates and maintains agendas, and where needed minutes, for meetings of the Superintendent. Receives incoming communications, emails, or memos on behalf of the Superintendent, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff. Facilitates the exchange of materials and communications between the Superintendent and any Boards/Commissions on which he is serving. Maintains files. Monitors and manages workflow to ensure timely follow-up on letter correspondence and emails. Receives, sorts, and screens mail and correspondence to the Superintendent from all sources, ensuring confidentiality, when necessary, with items received and sent; takes direction on how certain requests should be handled and provides responses when appropriate. Assists in budget management for the office and meets with department heads for monthly budget reviews. Processes invoices and payables following Diocesan procedures. Arranges purchases and travel arrangements. Drafts letters and communications for the Director. Remains current on periodicals and articles related to the field. Assists in support of events hosted by OCS. Provide exceptional customer service to school administrators, faculty, staff, parents, clergy, and community partners. Foster positive relationships through professionalism, responsiveness, and effective communication. Handle sensitive and confidential information with discretion and sound judgment. Promote a welcoming and service-oriented environment aligned with the mission of Catholic education. Other duties as assigned by Superintendent. Required Qualifications Education and Experience Bachelor’s degree required. Minimum of three (3) years of progressively responsible administrative, executive support, project coordination, or office management experience. Certification or openness to certification in Catechesis or equivalent Experience supporting senior leadership or executive-level administrators in the field of Catholic education, preferred. Knowledge, Skills, and Abilities Exceptional organizational, planning, finance, and time-management skills. Strong writing, editing, proofreading, and document preparation abilities. Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Ability to learn and effectively utilize new software systems and databases. Strong calendar management and meeting coordination experience. Ability to prioritize multiple projects and meet competing deadlines. Excellent verbal and written communication skills. Strong analytical and problem-solving abilities. Ability to work independently while collaborating effectively with a team. High level of professionalism, discretion, and confidentiality. Strong attention to detail and commitment to accuracy. Demonstrated customer service and interpersonal skills. Faith and Mission Requirements Practicing Catholic preferred and supportive of the teachings and mission of the Catholic Church. Commitment to advancing Catholic education and supporting faith formation efforts. Ability to serve as a positive witness to Catholic values in professional conduct and interactions. Preferred Qualifications Experience in a Catholic school, diocesan office, nonprofit organization, or educational environment. Experience with SharePoint, project management software, and collaborative technology platforms. Experience coordinating executive meetings, board meetings, or leadership events. Knowledge of Catholic school operations and diocesan organizational structures. Working Conditions / Physical Requirements The requirements described here are representative of those that must be met to successfully perform the essential functions of this position. Ability to operate standard office equipment, including computers, printers, copiers, scanners, and telephones. Proficient use of Microsoft Office Suite and related software applications. Ability to communicate effectively both verbally and in writing. Valid driver’s license required. Ability to sit, stand, walk, bend, reach, stoop, kneel, and perform routine office tasks. Ability to lift and transport materials weighing up to 25 pounds. Occasional travel to schools, meetings, conferences, and diocesan events may be required. Work Authorization Applicants must be legally authorized to work in the United States at the time of hire. The Diocese of Charleston does not provide visa sponsorship. Successful candidates will be required to complete Form I-9 and present acceptable documentation verifying identity and employment authorization. Employment in this position is contingent upon the successful completion of all required pre-employment screening and verification processes, as applicable to the responsibilities of the position. These may include: A criminal background check and completion of all Diocese of Charleston Safe Environment requirements; A motor vehicle record (MVR) check and verification of a valid driver’s license and acceptable driving record when driving is an essential function of the position; and A job-related financial/credit background check when warranted by the position’s level of financial responsibility, access to funds, or fiduciary duties. All background screenings will be conducted in accordance with applicable federal and state laws and Diocese of Charleston policies. Results will be evaluated based on their relevance to the duties and responsibilities of the position and will not automatically disqualify an applicant from employment. #J-18808-Ljbffr