ACCOUNTABILITY:

All employees of the Diocesan Administration assist the Bishop of Manchester in serving the parishes, schools and institutions of the Catholic Church in New Hampshire.

This position is the executive assistant to the Finance Officer & Secretary for Temporalities. The position provides support to the offices within the Secretariat, as directed by the Finance Officer & Secretary for Temporalities.

RESPONSIBILITIES:

This support position provides executive secretarial, consultative, record, correspondence and reception services to encourage, promote, support and strengthen the goals and objectives of the Office of Finance and Secretariat for Temporalities.

ESSENTIAL DUTIES:

1. Schedule appointments, maintain calendar, contact lists, and monitor deadlines to ensure that all projects/tasks are completed in a timely manner.

2. Arrange meetings and conferences, including travel, room materials, and notices, meeting space, audio-visual equipment, and catering services.

3. Respond to telephone inquiries and/or make referrals to appropriate party.

4. Prioritize and manage multiple projects simultaneously and follow through on issues and other matters in a timely manner.

5. Read and analyze incoming memos, submissions, and correspondence in order to determine their significance and plan their distribution.

6. Provide full range of mail services (sorting, distributing, labeling, bulk mailing).

7. Prepare expense reports. 

8. Prepare correspondence: proof and print or write and print.

9. Transcribe meeting notes and record minutes.

10.  Schedule and record minutes for Diocesan Finance Council meetings, Diocesan Real Estate Capital Project Committee, and Cemetery group meetings. 

11. Coordinate projects such as retired priest housing allowance, workshops, annual investment election statement updates. 

12. Provide logistical support and order supplies for scheduled events.

13. First line of support to the organization for training and use of virtual meeting programs, such as Microsoft Teams and Go To Meeting.

14. Maintain rosters for groups, programs and organizations.

15. Maintain general files and electronic files in an organized manner.

16. Complete projects and assignments as directed by and in support of the Finance Officer & Secretary for Temporalities.

OTHER DUTIES AND RESPONSIBILITIES:

1. Serve as backup for switchboard receptionist

2. Perform other office tasks as assigned

3. Occasionally provide support for other Directors within the Secretariat for Temporalities. 

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

Education:  College Graduate

Experience:  3+ years as an executive assistant at an organization with in excess of 10 employees preferred

2+ years as an administrative assistant in secretarial field or related office experience required

Skills:  

· Proficient in the use of personal computers including: word processing, spreadsheet, data base and internet programs, including virtual meeting programs (Experience with MS Teams and virtual meetings preferred.)

· Able to communicate well in both spoken and written English.

· Able to use office equipment such as, computers, calculators, copiers, fax machines, etc.

· Able to interact with clergy, religious and laity, both within the Diocesan Administration and outside (parishes, schools, other institutions, and general public) in a knowledgeable and tactful manner.

Due to the nature of this position, it is desirable that the individual be understanding and respectful of the positions of the Roman Catholic Church.