Position: Executive Assistant to COO

Date Revised: March 10, 2023

Reports to: Father Jonathan Wallis

Location: The Catholic Center

800 West Loop 820 South

Fort Worth, Texas 76108-2919

www.fwdioc.org/employment

General Position Summary: The Executive Assistant is responsible for providing secretarial, administrative, and other related office services to the Chancery, serving the Chancellor and Moderator of the Curia for the Diocese of Fort Worth.

Principal Accountabilities:

• Prepares reports, memos, letters, and other documents using MS Office as needed. This includes documenting and distributing meeting minutes, filing, and retrieving Diocese documents, records, and reports, while maintaining strict confidentiality.

• Answers phone calls and directs callers to the appropriate parties or takes detailed messages. Manage incoming and outgoing mail and forward to Priests or parishes. Reads and analyzes incoming memos, submissions, requests, and reports to determine significance and follows-up accordingly.
• Sets up and maintains files for newly ordained, new arrivals, retirees, and transfers of assignment.
• Updates MASTER lists, Distribution lists, and clergy files.
• Participate in Daily Mass as Lector to include setting up/cleaning once a week. Instruct new sacristans and lectors on setting up daily Masses.
• Process all marriage packets and dispensations. Teach and direct new couples the process to obtain the nihil obstat.
• Oversee the process of requesting and submitting Letters of Good Standing to and from the Chancery.
• Manages bi-nation and Mass stipend funds, provides acknowledgement, and selects entities on a local, national, and international level for distribution of funds.
• Manages Priest Mass coverage and schedules on as need basis. Maintains databases for Priests on vacation, sick schedules, and other misc. schedules as needed.
• Maintains Current Mass attendance for all parishes within the Diocese. Assists priests with Credit Card, Expense Reports and reimbursements.
• Guide and assist clergy, staff, parishes, schools and other Diocesan organizations on properly submitting yearly data for the Official Catholic Directory (OCD), Annuarium, and Quinquennial Reports.
• Identifies, defines, and processes data, ensuring quality and accuracy, for the Annual Report to Rome as well as compiling records of statistical reports, OCD, Mass counts, etc.
• Responds to requests for Papal Blessings and Papal Audiences.
• Assist with events on the day of as needed
• Responsible for all other projects, tasks, etc., as assigned.

Typical Decisions and/or Recommendations Made in This Position:

• The incumbent must use good judgment and know when to take and/or provide feedback, suggestions, etc., as needed.

• Provides guidance to Seminarians, Priests, Deacons, Diocesan employees, and/or vendors as necessary, concerning policies and procedures.

Supervision Given and/or Received:

• Received: Moderate supervision given to this position.

• Given: This position provides feedback and guidance to vendors upon advice and consent of the Chancellor, General Counsel, and/or Bishop.

Internal Contacts:

• Diocesan Seminarians, Priests, and Employees.

External Contacts:

• Diocesan vendors.

Working Conditions and/or Physical Requirements:

• This position requires strict confidentiality.

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines, and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• A significant amount of time regularly spent answering and speaking on the telephone providing customer service support and problem solving for both internal and external customers.
• Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
• Ability to lift up to 35 pounds without assistance and up to 50 pounds with assistance.

Travel Requirements:

• Infrequent travel may be required to Diocesan Parishes and/or schools, along with occasional trips to vendor locations for meetings.

Education and Experience Preferred:

• Two years of college is required. Bachelor’s degree preferred.

• Two years of experience as an Executive Assistant to a high-level executive within an organization. Experience within a Catholic Church environment is preferred.
• A strong knowledge of the Catholic faith, certification in a religious studies program or willingness to obtain such a certification is preferred.

Knowledge and Skills Preferred:

• Microsoft Office / Intermediate to advanced capabilities with a heavy emphasis in Excel, PowerPoint and Word.
• Demonstrated professional written and verbal communication skills.
• Demonstrated analytical, customer service skills and the ability to multi-task.
• Member in good standing of a Roman Catholic Church.
• Knowledge of the Catholic Church organization and functions.
• Bilingual (English/Spanish) preferred.

FLSA Designation: Exempt

Job Grade: Full Time