Assistant - Administrative

Job Summary

The Parish Administrative Assistant serves as the first point of contact for the parish, providing a warm, hospitable presence to all who call or visit. This role supports the daily administrative needs of the parish, with responsibility for front desk operations and scheduling. The Administrative Assistant helps ensure that parish life runs smoothly and reflects the mission and values of the Catholic Church.

Job Responsibilities

Front Desk & Hospitality

• Greet parishioners and visitors with a welcoming and professional demeanor
• Answer and direct incoming phone calls in a courteous and helpful manner
• Respond to general inquiries and provide accurate parish information
• Maintain a spirit of hospitality and service in all interactions

Mail & Deliveries

• Receive, sort, and distribute incoming mail and packages
• Prepare and send outgoing mail, including parish correspondence and bulk mailings
• Coordinate deliveries and notify appropriate staff

Mass Intentions

• Receive and schedule Mass intention requests
• Accurately record intentions, stipends, and donor information
• Maintain the Mass intention calendar and process monthly stipend checks
• Prepare intention lists for publication

Parish Calendar Management

• Maintain and update the parish master calendar, including events and meetings
• Coordinate scheduling requests with parish staff and ministry leaders
• Ensure accurate and timely communication of calendar updates
• Assist in avoiding scheduling conflicts and ensuring proper use of parish facilities

Administrative Support

• Assist clergy and staff with general administrative tasks
• Maintain parish records and files in an organized and confidential manner, including the weekly input of parishioner contributions
• Provide support for parish events and special projects
• Be the first point of contact for sacramental needs and funerals by preparing appropriate documentation and scheduling

Mission Integration

• Represent the parish in a manner consistent with Catholic teachings and values
• Foster a welcoming, respectful, and faith-filled environment
• Maintain confidentiality and professionalism in all parish matters

Core Competencies

• Hospitality and customer service
• Organization and time management
• Communication and professionalism
• Attention to detail
• Discretion and confidentiality

Job Requirements

• High school diploma required; additional administrative training or experience preferred
• Previous office or customer service experience strongly preferred
• Strong interpersonal and communication skills
• Excellent organizational skills and attention to detail
• Ability to multitask and manage interruptions with patience and professionalism
• Proficiency in Microsoft Office and basic office technology
• Strong interpersonal, communication, and leadership skills
• Ability to handle confidential information with discretion
• Practicing Catholic in good standing