Executive Assistant for Catholic Non-Profit

The Missionary Oblates of Mary Immaculate are a Roman Catholic congregation of Priests and brothers serving the poor in the United States and 70 countries around the world. The Provincial Administration Office of the Missionary Oblates is seeking a dedicated and highly skilled Provincial Executive Assistant to support the Provincial Superior and the Provincial Leadership Team. This role provides comprehensive administrative and organizational support within a dynamic religious environment. The ideal candidate will possess a strong working knowledge of the Catholic faith, its traditions, and its hierarchical structures. This understanding is essential for effective communication with a wide range of Church leaders, including Religious Superiors, Bishops, Cardinals, and various diocesan and religious offices around the world. Position Summary The Provincial Executive Assistant provides comprehensive administrative support to the Provincial Superior, the Provincial Leadership Team, and more than 200 Oblates serving across the United States and internationally. This role ensures the smooth functioning of the Provincial Administration Office through highlevel coordination, communication, and record management. Key Responsibilities Administrative support to Provincial leadership: Provides direct administrative services to the Provincial Superior and Provincial Leadership Team. Support to Oblates across the U.S. and abroad: Assists more than 200 Oblates with administrative needs and information flow. Document preparation and management: Prepares, edits, and manages correspondence, reports, memoranda, and other written materials. Meeting coordination: Prepares agendas and materials; schedules meetings; records and distributes minutes for Provincial Council meetings and other gatherings as needed. Recordkeeping and database oversight: Maintains religious personnel files, corporate documents, canonical records, statistics, and organizational databases. Communication with Church leadership: Regularly interacts with internal staff and external contacts, including Church officials at various levels such as Religious Superiors, Bishops and Cardinals. Vatican document coordination: Facilitates the transmission of official Vatican documents to and from Rome in collaboration with the General's Secretary. Workload planning and prioritization: Exercises independent judgment to organize, prioritize, and manage a diverse workflow. Oversight of administrative staff: Coordinates the work and productivity of other Office Managers and local administrative support personnel. Confidential information management: Handles sensitive and timecritical materials with discretion and professionalism. Qualifications To perform this role effectively, an individual must be able to carry out all essential duties with competence and professionalism. The ideal candidate will be a Catholic in good standing and possess a strong working knowledge of the Catholic faith, its traditions, and its hierarchical structures. Key strengths include: Organizational excellence: Strong attention to detail, accuracy, and the ability to manage multiple tasks simultaneously. Prioritization and time management: Proven ability to set priorities, meet deadlines, and maintain productivity in a dynamic environment. Leadership support: Experience coordinating events, meetings, and calendars for leadership or senior staff. Communication skills: Strong written and verbal communication abilities, with professionalism in all interactions. Team oversight: Capacity to guide or oversee support staff as needed. Education College degree or equivalent experience preferred. Minimum of five years of executive assistant experience in a comparable role. Proficiency in Microsoft Office and related applications, with the ability to learn additional software as needed. Supervisory skills with the capacity to guide, support, and coordinate other office staff located in different states. Preferred certifications such as: Church Administration Church Administration Theology Time Management Practicing Catholic with a strong understanding of Catholic teachings, practices, and organizational structure. Work ScheduleRequirements On-site presence is required during standard business hours of M - F 8:30 a.m. to 5:00 p.m. Ability to travel as needed for meetings, events, or diocesan responsibilities. Capacity to work independently, manage tasks with minimal supervision, and exercise sound judgment.