Executive Assistant (Chancery Support) REPORTS TO: Chancery Leadership Team FLSA STATUS: Exempt
Mission Statement
Impelled by Christ's call, the departments and offices of the Archdiocese of New Orleans
collaborate with the archbishop to bring about the Reign of God. Guided by the Holy Spirit, we work
in service to parishes, schools, and organizations to evangelize, catechize, and provide pastoral
care to all of God's people in advancement of the saving mission of Christ.
Job Summary
The Executive Assistant serves as a trusted, high-level administrative partner to the Chancery
Leadership Team. This exempt role goes beyond traditional clerical tasks to orchestrate daily
executive workflows, conduct independent research, synthesize data into strategic presentations,
and oversee complex logistical operations. Serving as a central point of contact and a diplomatic
gatekeeper, the successful candidate must possess exceptional organizational acumen, absolute
discretion, and the ability to proactively balance competing priorities with minimal supervision in
a mission-driven environment.
Core Responsibilities
Executive Workflow & Administrative Excellence
• Strategic Calendar & Gatekeeping: Proactively manage complex calendars for leadership team
members, vetting meeting requests, prioritizing urgent matters, and serving as a professional
gatekeeper for internal and external stakeholders.
• Document Governance (Legal/Canonical Focus): Draft, format, proofread, and cross- reference
complex documents, executive memos, and official decrees to ensure absolute accuracy and compliance
with established canonical or organizational guidelines.
• Information Flow Management: Direct and optimize incoming and outgoing communications
(digital scanning, email, physical mail, and high-level routing) ensuring critical items are
prioritized for leadership review.
• Financial Administration (Accounting Focus): Monitor departmental budgets, analyze
expenditures, reconcile accounts, and process complex check requisitions with a high attention to
fiscal accuracy and policy compliance.
• Confidential Records Stewardship: Maintain sophisticated, highly secure physical and digital
filing systems for sensitive, personal, and canonical personnel records.
Research, Presentations & Special Projects
• Research & Information Gathering: Conduct targeted administrative, legal, and factual
research to support leadership decisions, clarify historical details, and compile background data
for strategic initiatives.
• Presentation Development: Design and prepare professional, visually clear presentations
(e.g., PowerPoint decks, executive briefs, or data summary reports) for
board meetings, leadership consultations, and public-facing events.
• Special Projects: Lead and execute high-priority, seasonal, and cross-departmental
initiatives, including tracking the processing of international clergy documentation and supporting
applicant workflows.
Logistics & Major Event Coordination
• Meeting & Event Logistics: Oversee the end-to-end planning, logistics, RSVP tracking, and
execution for major meetings, retreats, study days, and official Chancery gatherings.
• Calendar & Alignment: Coordinate timelines and schedules to ensure leadership initiatives are
properly mapped out, balanced, and executed efficiently.
Relationship & Database Management
• Data & System Integrity: Maintain accurate, up-to-date, and sophisticated databases tracking
personnel and regional organizational metrics serving within the archdiocese.
• Community Engagement: Coordinate high-level directories and communication channels; manage
the preparation and distribution of seasonal liturgical greetings, directories, and specialized
resource materials.
Qualifications & Competencies
• High Discretion: Proven history of handling highly sensitive, personal, legal, and canonical
information with absolute confidentiality, empathy, and professional decorum.
• Proactive Problem-Solving: Demonstrated ability to anticipate the needs of a leadership team,
think critically, and independently resolve operational roadblocks before they escalate.
• Multi-Tasking & Prioritization: Strong organizational and time-management skills to balance
complex demands from multiple executives without sacrificing quality or missing critical deadlines.
• Analytical Research Skills: Strong ability to independently source, analyze, and data- mine
qualitative and quantitative information into concise summaries for executive review.
• Expert Communicator: Polished verbal and written skills for engaging compassionately and
professionally with clergy, religious, community leaders, and the public.
• Tech Savvy: Proficient in digital communication, data entry, presentation software, and
professional report writing, with a strong aptitude for learning diocesan database systems.
• Adaptive Team Player: Ability to work collaboratively across multiple administrative
micro-cultures within the Chancery, as well as independently with minimal supervision.
Education & Experience
• Experience: Bachelor's degree or equivalent experience preferred, with 5+ years of
progressive administrative experience supporting executive or multi-departmental leadership
structures.
• Specialized Experience: Demonstrated experience or foundational knowledge in legal
administration (for document and decree preparation), accounting or bookkeeping (for tracking
budgets and expense requisitions), and professional communications (including independent research
and generating executive-level presentations).
• Technical Expertise: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint,
Outlook) and Adobe Acrobat.
• Preferred Background: Deep understanding of Catholic Church structure and culture; prior
experience within a Parish, Catholic school, or Archdiocesan setting is highly valued.
Acknowledgment & Professional Flexibility
I understand that this job description serves as a comprehensive guide and that I am responsible
for performing other duties as assigned to support the mission of the archdiocese. I further
acknowledge that my specific responsibilities may evolve on a temporary or permanent basis to meet
the operational needs of the Office of the Archbishop, even if those duties are not explicitly
detailed in this document.
Employee Signature: Date:
Supervisor Signature: Date: