Job Summary:

Do you have a knack for task management and organization? The National Shrine is looking for an Executive Assistant that can work closely with the Shrine’s Department Directors to achieve goals, manage projects, and forward the mission of the Shrine!

The Executive Assistant is primarily responsible for providing a wide variety of skilled administrative support to the Shrine of OLC Rector and by representing them through verbal and written communication to both internal and external constituents of the Shrine. This position will be exposed to confidential information and requires the use of tact, diplomacy, discretion, and judgment when arranging meetings, coordinating documents, and assuming the delegated responsibility to handle calls and inquiries on behalf of the Shrine. This position will also provide executive support to leaders in the Communication, Development and Operations functions of the Shrine.

Knowledge, Skills, & Abilities:

K: Knowledge

• Associates degree as an Administrative Professional or equivalent experience required.
• Five to ten years of experience in an executive office position.
• This position also requires a deep understanding and commitment to the Catholic faith.

S: Skills

• This position requires high level organizational skills, a commitment to accuracy in all tasks and attention to detail and follow-up/follow-through.
• Advanced proficiency with the Microsoft Office Suite including mail merges using Word, Excel, Outlook, PowerPoint, Access, etc.
• Position requires excellent relationship building and interpersonal skills, public relations skills and proper telephone skills and professional etiquette.
• Must be a self-starter, with the ability to work independently and as a team player.

A: Abilities

• Ability to organize and set priorities, maintain strict confidentiality, exercise independent judgment, multi-task, be flexible and capable of handling a variety of on-going projects at the same time.
• Professional, detail-oriented, discreet and ability to develop constructive and cooperative working relationship with others.
• Must be able to anticipate and respond to the needs of the Shrine Rector and Shrine COO.

Duties and Responsibilities:

“Embrace the mission and vision of the Catholic Diocese of Green Bay and work in accordance with Catholic Social Teachings and the moral and ethical values of the Catholic Church.”

• Provide administrative support to the Shrine Rector and COO as well as to the other leaders of the Shrine.
• Exercise judgment and decision-making by anticipating the schedule of the Rector and COO and preparing them accordingly.
• Maintains the Rector’s and COO’s calendar, scheduling appointments and meetings. Determines the allocation of their time and determines the priority and necessity of scheduling for various meetings.
• Places, receives, screens, and directs telephone calls for the Rector and COO.
• Coordinates travel arrangements, presentation materials and handles travel advance requests, expense reporting and reimbursement.
• Assembles/processes highly confidential and sensitive information, as needed. Compile documents and files on special projects and initiatives.
• Provide clerical, transcription and filing support and ensure all files are maintained in compliance with the diocesan record-retention policy.
• E-mail communication, tracking and responding
• Update directories, lists and contacts.
• Responsible for planning and coordinating the logistics of meetings, conference calls, and special events. Attends meetings and produces minutes as required. Evaluate and organize requests, identify potential conflicts with time resources, and determine appropriate actions for resolutions.
• Various administrative duties: filing, copying, scanning, faxing, and data entry.
• Other duties as assigned.

To learn more or to apply, please click the button below!

(Job Application Is Listed on Green Bay Diocese Page under “National Shrine of Our Lady of Champion”)