Roman Catholic Diocese of Charleston, South Carolina
Executive Assistant for St. Mary of the Annunciation Parish
Roman Catholic Diocese of Charleston, South Carolina, Charleston, South Carolina, United States, 29408
Executive Assistant for St. Mary of the Annunciation Parish
Situated on bustling Hasell Street in downtown Charleston, St. Mary of the Annunciation, dating back to 1789, is the oldest Catholic Church and Parish in both the Carolinas and Georgia. The vibrant Catholic community at St. Marys has been the hands and feet of God in the community for countless years through religious education, encouraging sacramental participation, and supporting local outreaches. The parish community is committed to fostering the Faith through the Sacraments.
Position Summary:
The Executive Assistant oversees the daily operations of the parish office and serves as the priests administrative assistant. In addition to providing direct administrative support, the Executive Assistant carries managerial responsibilities for office workflow, prioritizes projects, and supervises key administrative functions. The candidate serves as a liaison between the priest, parish members, and external parties. Coordination of daily clerical duties, management of clergy calendars, and implementation of office procedures and standards are expected. Classification:
Part-Time Hourly Reports To:
Pastor: Fr. Thomas Miles Essential Job Functions Office & Administrative Management Oversee daily office operations, including work prioritization and task delegation to administrative volunteers or staff. Evaluate and improve office processes for efficiency and compliance with parish and diocesan policies. Train new administrative volunteers or temporary office staff as directed. Clergy Support & Scheduling Screen all telephone calls and determine appropriate course of action: relay messages, schedule appointments, direct calls to clergy or staff, and take notes as needed. Manage the clergys calendar with respect to parish activities, meetings, and sacramental responsibilities. Take prompt action to assist clergy with meeting and schedule planning; maintain timely communication on outstanding action items. Information & Records Supervision Ensure accurate, up-to-date digital and physical files for parishioners; oversee records management standards and confidentiality. Prepare reports, correspondence, and meeting materials as requested by clergy or for parish leadership. Inventory & Facilities Oversight Manage sacristy inventory, including ordering and organizing supplies such as hosts, wine, candles, and maintain supplier relationships. Monitor and address parish facility needs (e.g., office supply organization, church maintenance), and coordinate with vendors or maintenance staff when appropriate. Communications & Liaison Serve as a primary point of contact for parishioners, visitors, and external parties; ensure all inquiries are addressed promptly and with professionalism. Draft, review, and distribute official parish communications, bulletins, and event information with the approval of the Pastor. Project Coordination Lead or coordinate special projects as assigned by the Pastor, which may include parish events, office technology improvements, or process updates. Position Qualifications and Requirements Previous experience as an administrative assistant; supervisory or office management experience in a church, nonprofit, or fast-paced setting preferred. Familiarity with clergy etiquette and diocesan communications protocols. Thorough knowledge of Catholicism and diocesan policies. Discretion and ability to maintain strict confidentiality. Professional work ethic and appearance. Excellent computer skills: Word, Excel, Outlook, SharePoint; ability to train others on relevant tools. Outstanding organizational and multitasking ability. Exceptional written and verbal communication skills. Ability to independently plan, prioritize, and complete tasks with minimal supervision. Proper phone etiquette. Working Conditions / Physical Requirements:
The requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Ability to operate standard office equipment, including computers, copiers, and telephones. Proficient in Microsoft Office Suite, including Word, Outlook and Excel. Communicate effectively verbally and in writing. Valid drivers license required. This position involves standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders. Ability to lift and move up to 25 pounds to transport files or materials. #J-18808-Ljbffr
The Executive Assistant oversees the daily operations of the parish office and serves as the priests administrative assistant. In addition to providing direct administrative support, the Executive Assistant carries managerial responsibilities for office workflow, prioritizes projects, and supervises key administrative functions. The candidate serves as a liaison between the priest, parish members, and external parties. Coordination of daily clerical duties, management of clergy calendars, and implementation of office procedures and standards are expected. Classification:
Part-Time Hourly Reports To:
Pastor: Fr. Thomas Miles Essential Job Functions Office & Administrative Management Oversee daily office operations, including work prioritization and task delegation to administrative volunteers or staff. Evaluate and improve office processes for efficiency and compliance with parish and diocesan policies. Train new administrative volunteers or temporary office staff as directed. Clergy Support & Scheduling Screen all telephone calls and determine appropriate course of action: relay messages, schedule appointments, direct calls to clergy or staff, and take notes as needed. Manage the clergys calendar with respect to parish activities, meetings, and sacramental responsibilities. Take prompt action to assist clergy with meeting and schedule planning; maintain timely communication on outstanding action items. Information & Records Supervision Ensure accurate, up-to-date digital and physical files for parishioners; oversee records management standards and confidentiality. Prepare reports, correspondence, and meeting materials as requested by clergy or for parish leadership. Inventory & Facilities Oversight Manage sacristy inventory, including ordering and organizing supplies such as hosts, wine, candles, and maintain supplier relationships. Monitor and address parish facility needs (e.g., office supply organization, church maintenance), and coordinate with vendors or maintenance staff when appropriate. Communications & Liaison Serve as a primary point of contact for parishioners, visitors, and external parties; ensure all inquiries are addressed promptly and with professionalism. Draft, review, and distribute official parish communications, bulletins, and event information with the approval of the Pastor. Project Coordination Lead or coordinate special projects as assigned by the Pastor, which may include parish events, office technology improvements, or process updates. Position Qualifications and Requirements Previous experience as an administrative assistant; supervisory or office management experience in a church, nonprofit, or fast-paced setting preferred. Familiarity with clergy etiquette and diocesan communications protocols. Thorough knowledge of Catholicism and diocesan policies. Discretion and ability to maintain strict confidentiality. Professional work ethic and appearance. Excellent computer skills: Word, Excel, Outlook, SharePoint; ability to train others on relevant tools. Outstanding organizational and multitasking ability. Exceptional written and verbal communication skills. Ability to independently plan, prioritize, and complete tasks with minimal supervision. Proper phone etiquette. Working Conditions / Physical Requirements:
The requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Ability to operate standard office equipment, including computers, copiers, and telephones. Proficient in Microsoft Office Suite, including Word, Outlook and Excel. Communicate effectively verbally and in writing. Valid drivers license required. This position involves standing, walking, sitting, talking, hearing, stooping, kneeling, crouching, and reaching above shoulders. Ability to lift and move up to 25 pounds to transport files or materials. #J-18808-Ljbffr