Executive Assistant - Archdiocese Of New Orleans

• Executive Assistant (Chancery Support) REPORTS TO: Chancery Leadership Team FLSA STATUS: Exempt• Mission Statement• Impelled by Christ's call, the departments and offices of the Archdiocese of New Orleans • collaborate with the archbishop to bring about the Reign of God. Guided by the Holy Spirit, we work • in service to parishes, schools, and organizations to evangelize, catechize, and provide pastoral • care to all of God's people in advancement of the saving mission of Christ.

• Job Summary• The Executive Assistant serves as a trusted, high-level administrative partner to the Chancery • Leadership Team. This exempt role goes beyond traditional clerical tasks to orchestrate daily • executive workflows, conduct independent research, synthesize data into strategic presentations, • and oversee complex logistical operations. Serving as a central point of contact and a diplomatic • gatekeeper, the successful candidate must possess exceptional organizational acumen, absolute • discretion, and the ability to proactively balance competing priorities with minimal supervision in • a mission-driven environment.

• Core Responsibilities• Executive Workflow & Administrative Excellence• Strategic Calendar & Gatekeeping: Proactively manage complex calendars for leadership team • members, vetting meeting requests, prioritizing urgent matters, and serving as a professional • gatekeeper for internal and external stakeholders.• Document Governance (Legal/Canonical Focus): Draft, format, proofread, and cross- reference • complex documents, executive memos, and official decrees to ensure absolute accuracy and compliance • with established canonical or organizational guidelines.• Information Flow Management: Direct and optimize incoming and outgoing communications (digital scanning, email, physical mail, and high-level routing) ensuring critical items are • prioritized for leadership review.• Financial Administration (Accounting Focus): Monitor departmental budgets, analyze • expenditures, reconcile accounts, and process complex check requisitions with a high attention to • fiscal accuracy and policy compliance.• Confidential Records Stewardship: Maintain sophisticated, highly secure physical and digital • filing systems for sensitive, personal, and canonical personnel records.• Research, Presentations & Special Projects• Research & Information Gathering: Conduct targeted administrative, legal, and factual • research to support leadership decisions, clarify historical details, and compile background data • for strategic initiatives.• Presentation Development: Design and prepare professional, visually clear presentations (e.g., PowerPoint decks, executive briefs, or data summary reports) for• board meetings, leadership consultations, and public-facing events.

• Special Projects: Lead and execute high-priority, seasonal, and cross-departmental • initiatives, including tracking the processing of international clergy documentation and supporting • applicant workflows.• Logistics & Major Event Coordination• Meeting & Event Logistics: Oversee the end-to-end planning, logistics, RSVP tracking, and • execution for major meetings, retreats, study days, and official Chancery gatherings.• Calendar & Alignment: Coordinate timelines and schedules to ensure leadership initiatives are • properly mapped out, balanced, and executed efficiently.• Relationship & Database Management• Data & System Integrity: Maintain accurate, up-to-date, and sophisticated databases tracking • personnel and regional organizational metrics serving within the archdiocese.• Community Engagement: Coordinate high-level directories and communication channels; manage • the preparation and distribution of seasonal liturgical greetings, directories, and specialized • resource materials.

• Qualifications & Competencies• High Discretion: Proven history of handling highly sensitive, personal, legal, and canonical • information with absolute confidentiality, empathy, and professional decorum.• Proactive Problem-Solving: Demonstrated ability to anticipate the needs of a leadership team, • think critically, and independently resolve operational roadblocks before they escalate.• Multi-Tasking & Prioritization: Strong organizational and time-management skills to balance • complex demands from multiple executives without sacrificing quality or missing critical deadlines.• Analytical Research Skills: Strong ability to independently source, analyze, and data- mine • qualitative and quantitative information into concise summaries for executive review.• Expert Communicator: Polished verbal and written skills for engaging compassionately and • professionally with clergy, religious, community leaders, and the public.• Tech Savvy: Proficient in digital communication, data entry, presentation software, and • professional report writing, with a strong aptitude for learning diocesan database systems.• Adaptive Team Player: Ability to work collaboratively across multiple administrative • micro-cultures within the Chancery, as well as independently with minimal supervision.

• Education & Experience• Experience: Bachelor's degree or equivalent experience preferred, with 5+ years of • progressive administrative experience supporting executive or multi-departmental leadership • structures.• Specialized Experience: Demonstrated experience or foundational knowledge in legal • administration (for document and decree preparation), accounting or bookkeeping (for tracking • budgets and expense requisitions), and professional communications (including independent research • and generating executive-level presentations).• Technical Expertise: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, • Outlook) and Adobe Acrobat.

• Preferred Background: Deep understanding of Catholic Church structure and culture; prior • experience within a Parish, Catholic school, or Archdiocesan setting is highly valued.• Acknowledgment & Professional Flexibility• I understand that this job description serves as a comprehensive guide and that I am responsible • for performing other duties as assigned to support the mission of the archdiocese. I further • acknowledge that my specific responsibilities may evolve on a temporary or permanent basis to meet • the operational needs of the Office of the Archbishop, even if those duties are not explicitly • detailed in this document.

Employee Signature: Date: Supervisor Signature: Date: