Executive Assistant - Archdiocese of New Orleans

Executive Assistant - Archdiocese of New Orleans Archdiocese of New Orleans - 3.7 New Orleans, LA Job Details Full-time 18 hours ago Qualifications Data integrity assurance School experience Correspondence management Confidential information handling Legal correspondence preparation Microsoft Excel Office activity coordination Microsoft Outlook Data mining Qualitative data analysis Qualitative research Expense management Writing skills Presentations for conferences or internal meetings Operations coordination planning Filing Executive administrative support Mail distribution Scanning Copy editing Data integrity and documentation Employee data management Digitization Analysis skills Research report preparation Bachelor's degree Legal administrative experience Financial records management Financial records review Task prioritization Full Job Description 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 WorkflowAdministrative Excellence Strategic CalendarGatekeeping:

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, PresentationsSpecial Projects ResearchInformation 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.

LogisticsMajor Event Coordination MeetingEvent Logistics:

Oversee the end-to-end planning, logistics, RSVP tracking, and execution for major meetings, retreats, study days, and official Chancery gatherings.

CalendarAlignment:

Coordinate timelines and schedules to ensure leadership initiatives are properly mapped out, balanced, and executed efficiently.

RelationshipDatabase Management DataSystem 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.

QualificationsCompetencies 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-TaskingPrioritization:

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.

EducationExperience 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. AcknowledgmentProfessional 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.

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