OVERALL RESPONSIBILITY:

The Assistant to the Executive Director supports the Executive Director at The Catherine Dennis O’Keefe Queen of the Clergy Residence. This role is ideal for a professional who enjoys serving in a faith-based environment while ensuring efficient day-to-day operations, strong communication, and organized administrative support in a residential setting that honors and cares for retired clergy.

ESSENTIAL DUTIES AND RESPONSIBITIES:
• Serve as the primary front office contact: welcome visitors, answer phones, and respond to general inquiries with warmth and professionalism
• Manage calendars, schedule meetings, and coordinate appointments for the Executive Director
• Prepare correspondence, reports, and meeting materials to support leadership and operations
• Maintain accurate and organized electronic and paper filing systems in compliance with diocesan policies
• Adheres to residential policies and procedures
• Support data entry, tracking logs, and maintenance of operational and resident records
• Assist with timesheet collection and payroll preparation (non-decision-making support)
• Order office supplies, assist with inventory management
• Support billing processes, including invoice preparation, expense tracking, and coordination with finance to ensure accurate and timely payments
• Coordinate maintenance requests, vendor communications, and facility-related needs
• Provide administrative support for resident services, including move-in and move-out documentation
• Maintain emergency documentation
• Assist in preparing agendas, recording minutes, and distributing follow-up materials for meetings
• Maintain compliance documentation, including Virtus and safety records such as OSHA, ADA, HIPAA, Diocesan Safe Environment policies applicable to Civil laws, and periodic audits on the residents
• Ensure strict confidentiality of personnel, resident records, and diocesan information
• Perform general administrative duties and other tasks as assigned

QUALIFICATIONS AND REQUIREMENTS
• Bachelor’s degree preferred and related experience in a Church /Religious environment
• Practicing Catholic in good standing with the Church preferred
• 1–3 years of administrative or office experience preferred
• Strong organizational skills and attention to detail
• Ability to follow established procedures and work independently within defined guidelines
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Commitment to maintaining confidentiality and professionalism
• Ability to perform sedentary work with occasional lifting up to 25 pounds
• Commitment to compliance with Virtus and Diocesan Safe Environment policies
• Adherence to the U.S.C.C.B. Charter for Safe Environments Policy for Virtus compliance and civil reporting procedures