Overview

Rooted in the diocesan vision “Courageously Living the Gospel,” the Executive Assistant II provides high-level administrative and operational support to the Chancellor for Administration and the Vicar General.

This position plays an important role in the daily functioning of the Diocese by coordinating communications, supporting executive leadership, managing projects and records, and assisting with diocesan initiatives that serve parishes, schools, clergy, and ministries throughout the five-county area.

This role requires strong organizational skills, discretion with confidential information, and the ability to collaborate across ministries within the Pastoral Center.

Duties

The Executive Assistant will support the Chancellor for Administration and Vicar General by:

  • Executive & Administrative Support
  • Managing calendars, scheduling meetings, and coordinating travel arrangements
  • Preparing correspondence, reports, presentations, and meeting materials
  • Handling confidential communications and maintaining sensitive records
  • Supporting diocesan committees, boards, and leadership meetings
  • Office & Project Coordination
  • Maintaining filing and record-keeping systems
  • Coordinating mailings, correspondence, and diocesan communications
  • Tracking projects and preparing reports and materials for leadership meetings
  • Supporting event logistics, workshops, and diocesan gatherings

Data & Technology Support

  • Maintaining diocesan databases and contact records
  • Generating reports and statistical data for diocesan leadership
  • Preparing presentations and graphic materials using PowerPoint, Canva, or similar tools
  • Managing communications through group email platforms such as Flocknote

Operational & Ministry Support

  • Assisting with stewardship initiatives and diocesan appeals
  • Preparing approval packets and documentation for diocesan projects
  • Supporting document preparation, notarization, and administrative processes
  • Assisting with personnel documentation and onboarding support when needed

Qualifications

  • Education: Bachelor’s degree from an accredited college or university preferred; applied secretarial or administrative studies will be considered.
  • Experience: Minimum of three years of professional experience in an office or executive administrative environment required; experience supporting senior leadership strongly preferred.
  • Faith Requirement: Active member of a Roman Catholic parish faith community required, with an understanding of the mission and structure of the Catholic Church.
  • Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint) required; experience with Canva or graphic design tools preferred. Database experience such as ParishSoft, Parish Data System (PDS), or similar systems preferred.
  • Professional Skills: Strong organizational abilities, attention to detail, and the ability to maintain strict confidentiality. Excellent written and verbal communication skills with the ability to work collaboratively in a mission-driven team environment.

Pay: From $24.79 per hour

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Retirement plan
  • Vision insurance

Work Location: In person

Candidate must pass a level II background check and take safe environment training.

To apply please click this link: Executive Assistant – II – Saint Petersburg, FL 33710 – Indeed.com