Executive Assistant to the Executive Director

Join the Archdiocese of Indianapolis

Communications Team – Executive Assistant

Secretariat for Communications, Downtown Indianapolis

The Archdiocese of Indianapolis is seeking a highly organized, professional, and detail-oriented Executive Assistant to support the Executive Director of Communications and serve as the anchor for the Secretariat for Communications. This full-time role includes executive support, project coordination, communications assistance, vendor and advertising management, and helping keep a fast-paced communications office running smoothly. The ideal candidate is proactive, discreet, collaborative, and able to manage multiple priorities with professionalism and care. Experience in administrative support, communications, or office management is preferred.

Position Description

Provide high-level administrative and communications support to the executive director of communications (EDOC) in their role as a leader in the organization, ensuring confidentiality, accurate calendaring, timely preparation of materials and follow-up. Support the secretariat for communications through administrative duties, assistance in the production and distribution of communications materials, and tackling special projects. Serve as the hub of the secretariat by managing phone, email and in-person interactions with individuals and organizations seeking information.

POSITION CONTENT

A. Essential Functions:

1. Provide high-level administrative support to the executive director of communications (EDOC), exercising the utmost discretion and confidentiality in all matters. Manage the EDOC's calendar with a proactive focus on priorities, deadlines, and strategic commitments, ensuring the EDOC is consistently prepared, on schedule, and equipped with all necessary materials. Coordinate meetings by confirming logistics, preparing and distributing relevant information in advance, and overseeing technology, room setup, and note-taking. Monitor key tasks, follow-ups, and timelines to help the EDOC stay ahead of responsibilities and keep the secretariat operating smoothly. Arrange travel and process expense reimbursements. Prepare special reports, including the department head's monthly report and dashboard reports, and assist in tracking and monitoring the communications secretariat budget. Provide special project support as needed.
2. Serve as the main point of contact for the secretariat. Answer the main phone and email lines, respond to requests or funnel them to the appropriate area. Act as an ambassador and bridge builder with other secretariats/departments/offices. Greet in-person visitors and respond to in-person requests. Assist with data entry and project tracking for shared editorial calendars and major projects. Manage travel arrangements and reimbursements and schedule secretariat-wide meetings.
3. Oversee the timely processing and payment of invoices for the secretariat, ensuring accuracy, proper documentation, and adherence to budget guidelines. Manage purchasing activities, including coordinating with vendors, processing purchase requests, and ensuring compliance with organizational policies and budget parameters. Maintain organized records of all financial transactions and monitor expenditures to support effective budget tracking. Coordinate with the finance office to reconcile accounts and resolve discrepancies. Serve as a primary point of contact for vendors regarding purchasing, payments, and billing inquiries.
4. Manage display and classified advertising, billing, and subscriptions for The Criterion. Respond to advertising inquiries and serve as the primary point of contact for advertisers. Oversee the billing and payment process, ensuring accuracy, timeliness, and proper documentation. Provide strong customer service by addressing questions, resolving issues, and maintaining positive relationships with advertisers. Update and distribute the advertising rate sheet annually.
5. Coordinate the intake, documentation, and routing of all media inquiries in accordance with communication protocols. This position does not draft or issue responses.
6. Other duties as necessary to ensure efficient functioning of the Secretariat.

POSITION SPECIFICATIONS/REQUIREMENTS

SKILLS, KNOWLEDGE, AND/OR ABILITIES

1. Good organization and planning skills
2. Ability to prioritize and manage workload to meet deadlines
3. Ability to manage multiple employees in an effective manner.
4. Sound analytical, critical thinking, and judgment skills.
5. Outstanding oral, written and interpersonal communication skills.
6. Excellent written and verbal communication skills.
7. Ability to manage relationships in an effective, professional manner.
8. Self-motivated. Ability to work with minimal supervision and maintain clear internal communication.
9. Ability to handle multiple projects and priorities simultaneously.
10. Willingness to foster the Church's mission.

B. EDUCATION, TRAINING, AND/OR EXPERIENCE

1. High School diploma or equivalency is required or an associate's degree or equivalent experience in business administration, communications, or a related field is preferred.
2. Applicants should be proficient in or willing to learn a variety of software, including Microsoft Office.
3. A minimum of two years' experience in one or a combination of the following or related fields: administrative and executive support, project and office management, communications and writing, or in diocesan/church settings.
4. Must be able to understand and to comply with the Archdiocese of Indianapolis Code of Conduct.
5. Must be able to successfully complete the Archdiocese of Indianapolis Child Safety Training.
6. Background screening required.

WORKING ENVIRONMENT

1. Requires long periods of sitting or standing at the desk or workspace.
2. Requires finger, hand, and wrist dexterity for writing and keyboarding.
3. Requires lifting, reaching, and bending for tasks including, but not limited to, filing and managing office supply storage.
4. Requires the ability to function within a moderate noise level office environment.
5. In-person office hours at the Catholic Center are required (8:00 am - 5:30 pm Monday- Thursday).

To apply, email ***email_hidden***.

For the Full Job Description and Qualifications, visit https://www.archindy.org/hr/jobs/index.html

To Apply: Send résumé and cover letter

to Sally Krause, executive director, – ***email_hidden***