Assistant - Administrative

St Charles, MO, US, 63304-7918

About the Role

The Administrative Assistant provides professional, organized, and welcoming administrative support to the pastor, parish staff, ministries, and parishioners. This position serves as an important point of contact for the parish office and helps ensure that daily administrative operations are conducted efficiently and in support of the mission and ministries of the Catholic Church.

Responsibilities

• Administrative Support
  • Provide general administrative and clerical support to the pastor, parish staff, and ministries.
  • Answer and direct telephone calls, respond to emails, and welcome parishioners and visitors in a friendly and professional manner.
  • Maintain parish calendars, schedules, appointments, and meeting arrangements.
  • Prepare correspondence, letters, reports, forms, bulletins, flyers, and other parish communications.
  • Maintain accurate and organized parish files, records, and documents.
  • Process incoming and outgoing mail, correspondence, and other office materials.
  • Order and maintain office supplies and equipment as needed.
  • Assist with photocopying, scanning, filing, data entry, and other routine office tasks.
• Parish Records and Database
  • Maintain accurate parishioner information and records in the parish database.
  • Enter and update sacramental, membership, registration, and other parish records as assigned.
  • Assist with parish registrations, directory information, and stewardship records.
  • Prepare reports and lists for parish staff, ministries, and events.
  • Maintain confidentiality of parishioner and sacramental information.
• Parish Communications
  • Assist with preparation and distribution of the weekly parish bulletin.
  • Maintain and update parish communications, calendars, announcements, and informational materials.
  • Assist with website, email, social media, or other parish communications as assigned.
  • Ensure parishioners receive accurate and timely information regarding Masses, events, programs, meetings, and parish activities.
• Parishioner Service
  • Provide a welcoming and helpful first point of contact for parishioners, families, guests, and community members.
  • Respond to questions and requests professionally or direct individuals to the appropriate parish staff member.
  • Demonstrate patience, compassion, discretion, and respect when assisting parishioners with sensitive matters.
  • Help foster a welcoming parish environment that reflects Catholic hospitality and service.
• Catholic Mission Support
  • Support the mission, teachings, values, and ministries of the Catholic Church.
  • Represent the parish in a professional, respectful, and welcoming manner.
  • Maintain appropriate confidentiality regarding parishioners, families, staff, sacramental records, and parish business.
  • Work collaboratively with the pastor, parish staff, volunteers, ministry leaders, and diocesan personnel.
  • Attend staff meetings and training as required.
  • Follow all parish and diocesan policies and procedures.
  • Perform other duties as assigned by the pastor or parish administrator.

Requirements

• Previous administrative or office experience preferred.
• Experience working in a church, parish, nonprofit, school, or community organization is beneficial.

Skills

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Professional, friendly, and welcoming interpersonal skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks, priorities, and deadlines.
• Ability to work independently and as part of a team.
• Proficiency with Microsoft Office, Google Workspace, email, calendars, and standard office equipment.
• Ability to learn and use parish database and church-management software.
• Ability to handle confidential and sensitive information with discretion.
• Commitment to providing excellent service to parishioners and supporting parish ministries.
• Practicing Catholic preferred, with a demonstrated respect for and commitment to the teachings and mission of the Catholic Church.

Benefits

• Flexible working times and remote working options.
• Generous paid vacation increasing with service.
• Personal leaves of absence.
• Archdiocese-sponsored volunteer events.