Parish Executive Secretary

Company Description

Employees of St. Ignatius will have knowledge of the Catholic faith, a willingness to work for a Catholic, faith-based agency, and adhere to the policies of St. Ignatius. Employees will not publicly oppose the teachings of the Catholic faith nor publicly advocate for any position in conflict with Catholic teaching, or the specific positions of the Archdiocese of Cincinnati or the United States Conference of Catholic Bishops. This requirement includes any public speech, demonstration or writing including the use of social media or other digital technologies.

Role Description

This is a full-time on-site role located at St. Ignatius of Loyola Parish in Cincinnati, OH. The Parish Executive Secretary will manage the day-to-day clerical and administrative duties required to support parish operations. Responsibilities include maintaining records and schedules, preparing correspondence and reports, coordinating meetings, and providing general administrative support to the parish leadership. The Executive Secretary will also serve as a point of contact for parish communications and assist with addressing inquiries from parishioners and the public.

This person will work very closely with the Pastor managing his schedule, events, and ministries.

Qualifications

• Proficiency in Clerical Skills, including managing schedules, handling documents, and maintaining records
• Strong Communication and interpersonal abilities, including written and verbal exchanges
• Experience with Company Secretarial Work or similar, including composing correspondence and organizing meeting agendas
• Expertise in Executive Administrative Assistance, such as supporting leadership tasks and managing resources effectively
• Customer Service skills, demonstrating professionalism and courtesy in responding to inquiries and interacting with parishioners
• Familiarity with office software programs such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to multitask, manage priorities, and work independently

• Bachelor's Degree in related field is preferred (Business, Communications, Management, HR, etc.)Experience: A minimum of 5 years of office experience in a similar administrative or executive support role is required.

I. POSITION CONTENT

A. MAJOR POSITION RESPONSIBILITIES AND REGULAR ACTIVITIES

1. Administrative and clerical support

· Act as the first point of contact for visitors and handle incoming calls, emails, and mail, directing inquiries to the appropriate person.

1. Record and database management

· Maintain accurate parish records, membership lists, and financial contributions.

· Other various duties as requested by the staff, Director, and Pastor.

1. Communications and bulletins

· Draft, edit, and contribute to weekly bulletins, newsletters, and other church communications. This may also include updates for the church website.

4. Event coordination

· Assist in the planning and coordination of parish events, meetings, and services. This includes managing bookings for church facilities and planning for special events like weddings and funerals.

5. Office Management

· Ensure the office is organized by managing office supplies, maintaining filing systems, and performing other clerical tasks.

II. POSITION SPECIFICATIONS/REQUIREMENTS

A. SKILLS, KNOWLEDGES AND/OR ABILITIES

· Commitment to the mission and values of the Catholic church is required.

· Professional demeanor and the ability to work effectively with staff, clergy, and parishioners.

Technical Proficiency

Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, Outlook) and Google, and the ability to quickly learn new software or parish management systems.

Organizational Skills

Excellent organizational, time-management, and problem-solving skills, with the ability to manage multiple priorities and deadlines with minimal supervision.

Communication

Strong written and verbal communication skills, including good grammar and the ability to interact effectively and with a welcoming, pastoral attitude with a diverse community of people. The ability to use discretion and confidentiality, especially when handling sensitive information, is required.