Executive Assistant - Archdiocese of Seattle : Job Details

Executive Assistant

Archdiocese of Seattle

Job Location : Seattle,WA, USA

Posted on : 2025-08-14T01:08:10Z

Job Description :

Job Details Job Location: 0301 The Chancery - Seattle, WA Position Type: Full Time Salary Range: $78000.00 - $83000.00 Salary/year Description

GENERAL INTRODUCTION :

The Archbishop, visible principle of unity in his archdiocese, is called to build up the particular Church unceasingly in the communion of all its members, and to ensure that their diverse gifts and ministries, in union with the universal Church, serve to build up all the faithful and to spread the Gospel. (Apostolorum Successores 8). He must take care that all the affairs which belong to the administration of the whole archdiocese are duly coordinated and are ordered to attain more suitably the good of the portion of the people of God entrusted to him.” (Apostolorum Successores 177).

Each position employed in the Chancery helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.

GENERAL SUMMARY OF ESSENTIAL PURPOSE :

Provides administrative and logistical support to the Chief Financial Officer (CFO). Regularly meets and communicates with the CFO to discuss projects, priorities, and activities. Assures the office maintains good public relations with all constituencies. Maintains knowledge of the CFO's projects, activities and responsibilities to respond to the many issues, concerns, questions that may be brought up by the constituents.

ESSENTIAL POSITION DUTIES :

CFO Support:

  • Manages the CFO's calendar ensuring appropriate response in managing calendar changes, schedules, and staff meetings; works with other Administrators on the above as well as with Parishes, Pastors, and Pastoral Assistants for Administration, and takes calls for the CFO; while fostering a friendly and welcoming atmosphere.
  • Must be comfortable communicating with leadership in a professional and organized manner.
  • Ensures all documents are processed accurately and in a timely manner; establishes and maintains a filing system; processes incoming and outgoing mail.
  • Regularly meets and communicates with the CFO to discuss projects, priorities and/or activities which may need immediate attention or may impact the smooth workflow in the Office.
  • Assures that all necessary administrative and logistical work for the Archdiocesan Finance Council and subcommittee meetings are completed in an accurate and timely manner. Works closely with the CFO setting up agendas, scheduling, and arranging meetings.
  • Collects and organizes meeting documents into presentation format - must be proficient in PowerPoint. Performs calculations and analyses for specific financial projects as directed by the CFO. Prepares recurring analyses for distribution to the Archdiocesan Finance Council and others
  • Prepares expense reports and check requisitions, oversees expenditures, monitors budget reports, may track specific budgets and assist in preparing office budgets, as directed
  • Supports the scheduling, creating, and compiling minutes for committee meetings.
  • Ad hoc projects as assigned.

    • Insurance Department Support

  • Acts as administrator for the insurance program and a point of contact for questions arising from parishes, schools and others related to insurance matters.
  • Assists with quarterly Workers' Compensation report run and track/deposit checks when received.
  • Processes and tracks check requests and settlements for special cases. Prepares reporting as needed.
  • Ad hoc projects as assigned.
    • Qualifications

    ESSENTIAL QUALIFICATIONS :

    Primary:

    • Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.
    • Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.

    Education:

    • Bachelor's Degree preferred

    Experience:

    • 3 to 5 years administrative experience, preferably providing executive level support
    • Proficiency with Microsoft Office tools (Outlook, Word, Excel and PowerPoint)
    • Demonstrated successful experience managing/coordinating multiple logistical/technical related projects

    Other Elements:

    • Excellent administrative and organizational skills and demonstrated ability to track details and to work effectively under pressure.
    • Excellent verbal communications skills.
    • Excellent written communications skills including editing and proofreading.
    • Excellent interpersonal and public relations skills.
    • Ability to do calculations and analysis with some financial/accounting related data and information.
    • Ability to maintain high standards of confidentiality.
    • Ability to work independently as well as in a team.
    • Strong interpersonal skills.

    Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant's skills and prior relevant experience, certain degrees and certifications.

    Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.

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