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Executive Assistant to Chancellor Diocese of Las Cruces - 4.3 Las Cruces, NM Job Details Full-time $53,300 - $64,300 a year 11 hours ago Benefits Health insurance Qualifications Bilingual Microsoft Word Foreign language proficiency Confidential information handling Microsoft Excel Microsoft Outlook Writing skills Executive administrative support Scanning Digitization Bachelor's degree Microsoft Teams Document imaging Editing Full Job Description Executive Assistant to the Chancellor and Vicar General Job Description

• Diocese of Las Cruces
• October 16, 2026 Position overview The Executive Assistant to the Chancellor and Vicar General provides confidential, high-level administrative and curial support to the Chancellor of the Diocese of Las Cruces.

The Executive Assistant manages the Chancellor's calendar and correspondence, prepares and tracks official diocesan documents, maintains confidential and archival records, and serves as a first point of contact for clergy, parishes and the public. The role calls for discretion, careful attention to detail and a love for the Church. It is considered a ministerial position.

Title:

Executive Assistant to the

Chancellor and Vicar General Location:

Pastoral Center, 1280 Med Park Dr., Las Cruces, NM 88005 About the Diocese of Las Cruces The Diocese of Las Cruces was erected in 1982 and serves ten counties in southern New Mexico (Chaves, Doña Ana, Eddy, Grant, Hidalgo, Lea, Lincoln, Luna, Otero and Sierra), covering about 44,500 square miles. It is a Catholic home mission diocese with a largely bilingual (English and Spanish) population spread across long distances. Its parishes and missions are served from the Pastoral Center in Las Cruces under the leadership of Bishop Peter Baldacchino. Reporting relationships

• Reports to: the Chancellor and Vicar General
• Works closely with: the Bishop's executive assistant, the Tribunal, the Victim Assistance Coordinator and Safe Environment Office, the Finance Office and Human Resources

Supervises:

no direct reports; may direct reception or volunteer help in the Chancery as assigned

Classification:

ministerial, non-exempt, full-time; requires an oath of confidentiality Essential duties and responsibilitiesExecutive and administrative support

• Manage the Chancellor's calendar, appointments, meetings and travel, including trips across the diocese.
• Draft, proofread and send correspondence, memos and reports for the Chancellor's signature or review.
• Screen calls, email and visitors; answer routine inquiries and route others to the right office.
• Prepare agendas, materials and minutes for meetings the Chancellor convenes or attends.
• Track action items, deadlines and projects, and keep the Chancellor informed of progress.
• Act on the Chancellor's and Vicar General's behalf with diocesan staff and outside parties when directed. Curial documents and canonical support
• Prepare decrees, appointments, letters of assignment and other official acts for the Bishop's signature, and record them once executed.
• Prepare documents for notarization, apply seals and keep the registry of notarized acts.
• Process requests for marriage dispensations and permissions, and route them to the correct authority.
• Issue and track letters of suitability and permissions for visiting clergy, religious and lay speakers.
• Maintain clergy and religious personnel files and faculties, and update the diocesan directory.
• Do basic canonical, legal and policy research when asked by the Chancellor or the Vicar General. Records and archives
• Maintain a secure, organized filing system for the Chancery, both paper and electronic.
• Help gather, arrange and protect curial acts in the diocesan archives, following records-retention policy.
• Answer requests for sacramental records and genealogy research, referring them to parishes when the records are kept there.
• Help parishes follow sacramental record-keeping standards, and support the collection and digitization of parish registers. Safe environment and confidential matters
• Support the Chancellor's work with the Victim Assistance Coordinator and the Diocesan Review Board, including scheduling and preparing records.
• Help track safe environment compliance (background checks and training) for clergy, staff and volunteers, and assist with the annual Charter audit.
• Handle sensitive information about clergy, personnel and abuse allegations with complete confidentiality. Communication and service
• Serve as liaison between the Chancellor's office and parishes, schools, diocesan offices, other dioceses and the public.
• Communicate clearly and courteously in English and Spanish.
• Perform other duties as assigned by the Chancellor or Vicar General QualificationsRequired
• Practicing Catholic in good standing, able to explain and uphold Church teaching in the work of the office.
• Bachelor's degree, or an associate degree plus equivalent experience.
• At least three years of executive or administrative support experience, preferably for senior leadership.
• Fluency in English and working proficiency in Spanish, spoken and written.
• Strong skill with Microsoft 365 (Word, Excel, Outlook, Teams), scanning and electronic records systems.
• Excellent writing, proofreading and organizational skills, with close attention to detail.
• Proven discretion with confidential information; willing to take an oath of confidentiality.
• Able to pass a background check and complete the diocese's safe environment training. Preferred
• Experience in a chancery, parish office, tribunal, law office or nonprofit.
• Familiarity with canon law terms, sacramental records and Church structure.
• Records management or archival training.
• Notary public commission in New Mexico, or willingness to obtain one. Personal qualities
• Calm, resilient and patient when handling sensitive or difficult matters.
• Able to manage competing priorities and work independently.
• Warm, courteous and professional with clergy, staff and the public. Working conditions
• Office setting at the Pastoral Center; regular hours are Monday through Friday 9-5.
• Occasional evening or weekend work for diocesan events, ordinations and deadlines.
• Occasional travel within the diocese, which can mean long drives between communities.
• Prolonged computer work and periodic lifting of archive boxes and files up to 25 pounds.

This description lists the main duties of the position. It is not a complete list, and it may be revised by the Chancellor to meet the needs of the diocese.

Pay:

$53,300.00 - $64,300.00 per year

Benefits:

Health insurance

Work Location:

In person