Communications and Administrative Assistant to the Pastor

Job Type Part-time Description The Administrative and Communications Assistant enhances the effectiveness of the parish by coordinating and providing professional administrative, pastoral, and communications support services to the Pastor. This position ensures that the Pastor’s office operates efficiently, parish communications are clear and engaging, and pastoral services such as Baptisms, Communion, Confirmation, Weddings, and Funerals are well coordinated.The Diocese of Orlando four core values lay the foundation for the work performed by employees: Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living.Respect: Affirming each person’s God-given dignity and uniqueness.Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.Commitment: Individually and collectively, we are steadfast to the team and its purpose.ESSENTIAL DUTIES AND RESPONSIBILITIES The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.Administrative and Pastoral SupportAssists the Pastor by providing comprehensive administrative and clerical support, including correspondence, calendaring, travel arrangements, and follow-up.Coordinates pastoral services of the parish in support of the Pastor’s office (Baptisms, Communion, Confirmation, Weddings, Funerals, etc.).Ensures the Pastor and relevant staff are apprised of developments, exercising discretion and maintaining strict confidentiality.Prepares reports by collecting, organizing, and presenting data and information.Coordinates and assists with administrative needs for meetings, conferences, liturgical celebrations, and special events.Maintains the Pastor’s calendar, personal contacts, files, and documents.Organizes special events, luncheons, and meetings as requested by the Pastor.Opens and distributes mail, determines priority, and routes correspondence appropriately.Prepares A/P vouchers for approval and signature.Attends required meetings, taking minutes and providing follow-up support.Develops and maintains efficient records and information management systems, ensuring accuracy and accessibility.Contributes to overall team effort by accomplishing related results and providing cross-departmental support when needed.Communications SupportResponsible for maintaining, monitoring, and publishing content for parish social media accounts as directed by supervisor.Assists in the coordination and implementation of communication strategies for the parish, including but not limited to executing social media strategies.Supports program staff with the development of dynamic and compelling presentations for meetings and public speaking.Assists with the design and coordination of marketing (i.e. e-mail, letter, digital) campaigns and provide support for marketing efforts to various program staff.Assists with the preparation of parish bulletin. Provides support with the production and distribution of internal and external communications.May assist with gathering licenses and permissions for media usage.Performs other related duties as assigned. Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.CATHOLIC FAITHRequires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.EDUCATION and/or EXPERIENCEBachelor’s Degree preferred; minimum of six (6) years at the Executive Secretary/Administrative Assistant level and/or three (3) years as an office supervisor or office manager.Associate Degree in communications, marketing, public relations, or a related field preferred.Demonstrated experience in technology-based office management and administrative support.Minimum of two (2) years of communications experience preferred, including writing for multiple platforms (print, video, radio, email, web, social media).Experience with multi-tasking, managing competing priorities, and meeting deadlines in a professional environment.OTHER SKILLS and ABILITIESDemonstrated ability to multi-task, prioritize competing demands, and meet deadlines in a fast-paced environment while maintaining accuracy and attention to detail.Highly organized, proactive, and resourceful, with the ability to adapt to shifting priorities and work both independently and collaboratively.Excellent written and oral communication skills, including the ability to compose, proofread, and edit correspondence, reports, and promotional materials with professionalism and clarity.Strong interpersonal skills and the ability to work effectively with clergy, staff, parishioners, and diverse groups of people in an atmosphere of collaboration and service.Proven ability to analyze information, define problems, collect data, and draw valid conclusions in support of effective decision-making.Proficient in Microsoft Word and PowerPoint; working knowledge of Excel and Outlook. Experience with Canva, Publisher, and email marketing software preferred.Demonstrated ability to research, organize, and manage information efficiently while maintaining confidentiality in all matters.Excellent writing, editing, and presentation skills, with the ability to tailor content for print, digital, and social media platforms.High level of professionalism, discretion, and confidentiality, with respect for and understanding of the teachings and mission of the Roman Catholic Church.Ability to work flexible hours, including evenings and weekends, as required for parish events, meetings, or special projects.WORKING CONDITIONSThe position operates in a professional office and parish environment requiring frequent interaction with clergy, staff, parishioners, and visitors. The working hours of this position are not limited to an eight-hour day; flexibility is essential. The Administrative and Communications Assistant must be available to work evenings and weekends as needed to support parish events, liturgical celebrations, and meetings.The position requires the ability to work under pressure, manage multiple priorities, and maintain composure and professionalism in a dynamic and faith-centered environment.PHYSICAL REQUIREMENTSTasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form.A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.