Executive Assistant to the Judicial Vicar

Executive Assistant to the Judicial Vicar/Parochial Administrator of St. Joseph, Cleburne

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all 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.

General Position Summary:

The Executive Assistant to the Judicial Vicar and Parochial Administrator of St. Joseph provides high-level administrative and organizational support to the Parochial Administrator of St. Joseph Catholic Church and Judicial Vicar. The Executive Assistant coordinates the Judicial Vicar/Parochial Administrator's schedule, correspondence, meetings, annual calendars, travel, and other administrative needs across both offices and helps ensure that competing priorities, commitments, and responsibilities are effectively organized and communicated.

Serving as a central point of coordination, the Executive Assistant facilitates communication and follow-through with parish and Tribunal staff, parishioners, clergy and others; tracks assignments and action items at the direction of the Judicial Vicar/Parochial Administrator; and assists in ensuring timely completion and appropriate follow-up. The position also provides clerical and administrative support for parish and Tribunal operations, including records, events/facilities scheduling, and other administrative functions as needed.

Principal Accountabilities:

• Manage and coordinate the Judicial Vicar/Parochial Administrator's calendar across St. Joseph parish and the Tribunal, including appointments, meetings, parish and diocesan commitments, conferences, travel, and other scheduled activities
• Develop and maintain the annual calendar for the Judicial Vicar/Parochial Administrator and coordinate significant parish and Tribunal dates, deadlines, events, and recurring commitments to identify scheduling needs and conflicts in advance
• Schedule meetings and appointments for the Judicial Vicar/Parochial Administrator, including meetings with parishioners, clergy, couples preparing for marriage, staff, and other internal and external contacts
• Coordinate meeting logistics and prepare materials in advance, including agendas, read-ahead materials, supporting documents, meeting spaces, and other information needed by the Judicial Vicar/Parochial Administrator
• Receive, review, organize and appropriately route incoming correspondence and communications; prepare and coordinate outgoing correspondence on behalf of the Judicial Vicar/Parochial Administrator
• Track assignments, requests, decisions, and action items arising from meetings and communications and follow up with parish and Tribunal staff at the direction of the Judicial Vicar/Parochial Administrator to support timely completion
• Coordinate parish events and the schedule and use of parish facilities, maintaining an accurate parish facilities calendar and communicating scheduling information to appropriate staff and ministries
• Maintain parish sacramental records and related documentation in accordance with parish and diocesan record keeping requirements
• Prepare and submit expense reports for expenses incurred by the Judicial Vicar/Parochial Administrator
• Coordinate travel arrangements, conference registrations, itineraries, accommodations, and related logistics as needed
• Maintain organized electronic and physical files, records, correspondence, and other administrative materials for the Judicial Vicar/Parochial Administrator.
• Attend designated meetings and prepare accurate meetings minutes, notes, action items, decisions made, or other records as requested.
• Assist with coordination of special events involving the Judicial Vicar/Parochial Administrator
• Handle sensitive and confidential information with appropriate discretion, particularly information concerning parishioners, personnel, clergy, sacramental matters, and Tribunal activities
• Perform other administrative and clerical duties in support of the Judicial Vicar/Parochial Administrator and the effective operation of both offices as assigned

Typical Decisions and/or Recommendations Made in This Position:

Exercises discretion and independent judgment in organizing and prioritizing the administrative needs of Judicial Vicar/Parochial Administrator across both offices.

• Prioritizes and coordinates competing scheduling requests, identifies potential conflicts, and recommends adjustments based on known priorities and commitments.
• Determines the appropriate routing, prioritization, and follow-up routine correspondence, requests, and administrative matters.
• Anticipates information, documents, and logistical needs for upcoming meetings, appointments, events, and travel and coordinates appropriate preparation
• Refers matters requiring Parochial Administrator, canonical, personnel, financial, or other substantive decision-making to the Judicial Vicar/Parochial Administrator or other appropriate authority.

Supervision Given and/or Received: (Moderate or Minimal)

Working Conditions and/or Physical Requirements:

• This position works primarily in a typical office environment and requires the ability to manage multiple priorities, deadlines, interruptions, and changing needs while maintaining accuracy, organization, and confidentiality.
• Ability to remain stationary and perform computer-based work for extended periods of time.
• Requires frequent use of a computer and other office equipment involving repetitive hand and wrist movements
• Ability to communicate effectively in person, by telephone, and through electronic communication
• Ability to move throughout office, parish, and Tribunal facilities to attend meetings, coordinate events, retrieve records and materials, and perform other responsibilities of the position
• Ability to access and maintain physical files and record, including reaching materials stored at varying heights
• Ability to transport and lift office supplies, records, meeting materials and similar items weighing up to 25 pounds
• Ability to maintain focus and exercise appropriate discretion while working in an environment subject to frequent interruptions and interaction with clergy, staff, parishioners, and visitors.
• Occasional evening or weekend work may be required to support meetings, parish events, or other activities of the Judicial Vicar/Parochial Administrator

Travel Requirements:

• Frequent travel, by car, will be required between St. Joseph in Cleburne and the Tribunal

Education and Experience Preferred:

• Associate degree in business administration, office administration, communications, or a related field preferred. Relevant administrative experience may be considered in lieu of formal education
• Three to five years of progressively responsible administrative experience preferred, including experience providing direct support to an executive, senior leader, Parochial Administrator, or other organizational leader
• Experience managing complex calendars, coordinating meetings and events, preparing correspondence, maintaining records, and handling confidential or sensitive information preferred
• Prior experience in a Catholic parish, diocese, Tribunal, or other ministry or nonprofit environment is preferred but not required
• Experience working effectively with multiple departments, locations, or organizational priorities is preferred.

Knowledge and Skills Preferred:

• Excellent organizational and time-management skills, with demonstrated ability to manage multiple priorities, deadlines, calendars, and responsibilities with accuracy and attention to detail.
• Demonstrated ability to anticipate administrative needs, identify potential scheduling or logistical issues, and take appropriate action or recommend solutions.
• Demonstrated sound judgment and discretion, including the ability to determine when matters may be handled administratively and when they should be referred to the Judicial Vicar/Parochial Administrator or other appropriate authority.
• Ability to handle confidential, sensitive, and privileged information with a high degree of discretion and professionalism.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence and communicate effectively on behalf of a senior leader.
• Strong interpersonal skills and the ability to interact professionally, respectfully, and pastorally with clergy, religious, parishioners, staff, visitors, and individuals from a wide variety of backgrounds and circumstances.
• Demonstrated ability to listen empathetically, exercise tact, de-escalate difficult interactions, and maintain composure when working with individuals who may be experiencing sensitive or emotionally difficult circumstances.
• Ability to establish effective working relationships across multiple offices and to coordinate information, assignments, and follow-up without direct supervisory authority.
• Demonstrated initiative and follow-through, including the ability to track multiple assignments and outstanding matters through completion.
• Ability to understand and respect appropriate roles, authority, and boundaries when supporting pastoral, canonical, personnel, and administrative matters.
• Ability to learn and appropriately apply parish, diocesan, and Tribunal procedures, terminology, records practices, and administrative processes.
• Ability to work independently with minimal supervision while also collaborating effectively with parish and Tribunal staff and diocesan departments.
• Strong proficiency with Microsoft Office applications, particularly Outlook, Word, Excel, and Teams, and the ability to learn other software and electronic records systems used by the parish, Tribunal, and Diocese.
• Ability to operate standard office equipment and maintain organized electronic and physical records.