Assistante Exécutive

**JOB TITLE: Executive Assistant to the Office of the Archbishop**

**WHO WE ARE**:
The Roman Catholic Archdiocese of Ottawa-Cornwall is a bilingual diocese that shares the Gospel with the residents of Akwesasne and Champlain in the east to Mississippi Mills in the west. It offers opportunities to encounter Jesus Christ through its parishes to people of all ages who want to learn about Him, become closer to Him, and serve Him through their unique gifts and talents. You can connect with the Archdiocese at ottawacornwall.ca and on social media using the ottawacornwall handle.

**Reports To**:
The Archbishop of Ottawa-Cornwall

**SUMMARY**:
The Executive Assistant is responsible for a wide variety of administrative duties in support of the Office of the Archbishop of Ottawa-Cornwall which includes both the Archbishop and the Auxiliary Bishop of Ottawa-Cornwall. Primary responsibility is to the Archbishop with assistance as required to a lesser extent for the Auxiliary Bishop. Duties include, but are not limited to, supervision of the Administrative Assistant in the Office of the Archbishop, arranging the Archbishop’s schedule, meeting minute-taking and distribution, scheduling appointments and drafting internal and external communications. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, clergy, parish staff, the lay faithful and the public.

Aware that the Archbishop by virtue of office must maintain a public profile, both within the Church and within the community at large, the Executive Assistant will be involved in all aspects of the development and implementation of the Archdiocese of Ottawa’s internal and external communication strategies working with the Director of Communications, directly and in concert with others including diocesan personnel and contractors.

**Core Competencies**
- Time Management
- Problem Solving
- Accountability and Dependability
- Research and Analysis
- Providing Consultation
- Ethics and Integrity
- Planning and Organizing
- Mediating and Negotiating
- Communication
- Energy and Stress Management
- Team Work

**RESPONSABILITIES AND TASKS**:

- **Responsibility: Administrative & Office**:

- Provide direct administrative and office management support to the Archbishop and Auxiliary Bishop.
- Troubleshoot and/or escalate office administration issues.
- Maintain work schedules and calendars of the Archbishop ensuring efficient use of the Archbishop’s time.
- Prepare travel schedules, book travel arrangements, and make reservations for Archbishop and Auxiliary Bishop, as required, and those who may accompany them.
- Prepare agenda and minute-taking for the Episcopal Council, and other confidential meetings.
- Coordinate logistics of Episcopal Council programs including meetings, special projects, and events.
- Coordinate logistics for meetings involving the Archbishop and Auxiliary Bishop (for example, the Presbyteral Council) and reserve the necessary facilities, catering and equipment.
- Review all documents, reports, and correspondence prepared for the Archbishop’s and Auxiliary Bishop’s signatures for format, content, grammar, spelling and make edits as necessary.
- Review, evaluate, and distribute priority correspondence for the Archbishop and Auxiliary Bishop and or members of the Episcopal Council.
- Respond to routine matters on own initiative and preparing a first draft response for review on other matters, in both English and French
- Prepare draft reports, background documentation, and research.
- Facilitate communication from offices of the diocesan curia, and project leaders liaising with the Office of the Archbishop.
- Take and transcribe notes
- Prepare and review presentations.
- Maintaining filing system and database of files.
- Complete expense reports and direct invoices for processing by the finance department
- Present a positive and professional image of the Archbishop’s Office to all visitors, inquiries, and other persons.
- Managing special projects as required.
- **Responsibility : Communications**:

- Field media requests and support the Director of Communications and Mission in responding
- Collaborate with offices of the archdiocese in a timely manner to determine appropriate media responses with the Director of Communications
- Support the Director of Communications and Mission with fielding requests from media for comment by the Archbishop and/or Auxiliary Bishop
- Assist the Director of Communications and Mission with written materials including press releases, Q&A, media standby statements on archdiocesan issues as required.
- Provide support for outreach to build strategic partnerships
- Provide communications support to the Archbishop with his correspondence
- **Responsibility**:Other duties shall be assigned as necessary.

**JOB REQUIREMENTS AND SKILLS**:

- Understanding of the Catholic Church, its tenets and culture, and respect for its leadership and parish clergy.
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