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Archdiocese of Seattle · 1 month ago

Administrative Assistant 2 - Executive Assistant

Vancouver, WA, USA

Full-time

Onsite

Mid, Senior Level

$46K/yr - $61K/yr

5+ years exp

The Archdiocese of Seattle is seeking an Executive Assistant to provide high-level, confidential administrative support to the Pastor and senior leadership of Parish Family 45. This role involves managing communications, coordinating meetings, and supporting various pastoral initiatives across three parishes, while maintaining professionalism and discretion.

Religion

Responsibilities

Serve as confidential executive assistant to the Pastor

Manage the Pastor’s personal calendar (if he desires), travel, correspondence, and appointments across all parish sites

Coordinate meetings, prepare agendas, record minutes, and follow up on action items

Compose, edit, and format correspondence, reports, and presentations with professionalism and accuracy

Handle sensitive and confidential matters requiring discretion and pastoral sensitivity

Serve as Pastor’s liaison to staff, and parishioners

Provide reciprocal administrative support for other team members when needed

Supervise and coordinate front office staff at their primary parish location, including scheduling, task delegation, and performance support, to ensure smooth office operations

Provide administrative support to the Pastor for Parish Family Advisory Council (PFAC), Finance Council, Deanery and other consultative bodies

Prepare and distribute agendas, minutes, and reports for meetings

Maintain archives of official records, policies, and meeting documentation

Manage communication between the Pastor’s office and consultative committees

Ensure accurate and timely posting and filing of meeting materials

Maintain presider and preaching schedules across all three parishes

Secure and pay substitute priests as needed and communicate schedule updates

Serve as liaison between the Pastor and PA for Liturgy

Assist with the coordination of special liturgies, events, and pastoral gatherings

Manage special projects at the direction of the Pastor or senior leadership

Plan logistics for meetings, retreats, and events hosted by the Pastor’s office

Coordinate hospitality, materials, and communications for parish-wide functions

Ensure deadlines are met, and deliverables are completed for collaborative initiatives

Greet and assist visitors and callers with warmth and professionalism

Respond to inquiries with accuracy, discretion, and pastoral care

Draft correspondence, announcements, and email communications for the Pastor

Collaborate with the Communications Lead for consistent parish family messaging

Maintain professionalism in all written and verbal communication on behalf of the Pastor

Maintain organized digital and paper filing systems for all confidential materials

Compile and format reports for parish and Archdiocesan use, including the Annual Report

Track administrative deadlines and ensure compliance with Archdiocesan reporting

Support recordkeeping for official correspondence, agreements, and personnel-related documents

Maintain office organization, supplies, mail systems, and vendor communications

Assist with budget tracking and expense management as needed

Ensure efficient office operations and timely response to parish inquiries

Perform all other duties as assigned by the Pastor or his delegate

Qualification

Microsoft Office 365Confidential information managementProject managementBilingual (English/Spanish)Organizational skillsAnalytical skillsMultitaskingDiscretionInterpersonal communicationCollaboration