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DIOCESE of LAFAYETTE Executive Assistant to the Vicar General and Moderator of the Curia Position Description

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DIOCESE of LAFAYETTE Executive Assistant to the Vicar General and Moderator of the Curia Position Description DIOCESE OF LAFAYETTE Executive Assistant to the Vicar General and Moderator of the Curia Position Description IMMEDIATE SUPERVISOR: Vicar General and Moderator of the Curia POSITION STATUS: Non-exempt, Full-time Regular, Benefits eligible Position Summary The primary objective of the Executive Assistant to the Vicar General and Moderator of the Curia (hereafter referred to as the “Executive Assistant”) is to offer assistance to the Vicar General and Moderator of the Curia (hereafter referred to as the “Vicar General”) in accomplishing his work on behalf of the Bishop and the Diocese of Lafayette and in accord with Canon Law (canon 475). The Executive Assistant provides clerical and paralegal/legal secretarial support to the Vicar General in order that he may focus on decision-making and higher-level responsibilities. The person in this position is to demonstrate Christian, moral, compassionate, and professional behavior in all aspects of day-to-day operations, with complete confidentiality. The Executive Assistant is to provide superior organization, prioritization, maintain accurate records and ensure the quality of consistent professional communication. This person must be a team player who will share and participate in the vision and goals of the Diocese of Lafayette, working in accord with Canon Law and following all diocesan personnel policies, and other office and diocesan policies, procedures, and regulations. The Executive Assistant is directly responsible for administering a wide range of complex and confidential administrative functions. These responsibilities include frequent communication and interaction with Clergy, Religious, Senior Staff Members and Office Directors, necessitating exposure to, and handling of, sensitive information. This position carries substantial responsibility and requires a broad range of skills and the ability to exercise considerable judgment, initiative, discretion and independence. This individual is required to take an Oath of Confidentiality. The person in this position is expected to work cooperatively with the other administrative assistants in the executive offices, assisting them as needed/directed. When one or more of the other assistants is absent or otherwise unavailable, the Executive Assistant to the Vicar General is to provide reciprocal secretarial support to the other offices in the executive suite. Essential Duties and Responsibilities . Manage day-to-day operations of the Office: - Answer/direct phone calls; greet visitors and handle all inquiries and requests, in accordance with priorities and procedures determined in collaboration with the Vicar General. - Ensure that the Vicar General is equipped with necessary information and support to accomplish his responsibilities. - Manage incoming and outgoing mail, both land and electronic. - Set up phone/video conferences, as needed. - Properly maintain confidential files, records and information. Executive Assistant. Vicar General February 2021 Page 1 of 3 - Maintain office-related database(s), as needed and directed. - Prepare regular office reports, as directed. - Maintain budget tracking. - Coordinate and arrange travel and accommodations for the Vicar General. - Perform other duties as necessary and/or directed by the Vicar General. Assist with Administrative Duties: - Manage the Vicar General’s calendar, scheduling all appointments. - Assist the Vicar General in establishing and maintaining a neat, well-organized and easily searchable filing system related to this office. - Prepare for diocesan functions that pertain to the Office of the Vicar General. - Serve as recording secretary for meetings, as directed; transcribe meeting minutes in a timely fashion. o Prepare meeting materials; reserve and set up meeting/conference rooms, workshop locations, etc.; receive and process registrations for all office-sponsored events. o Attend to registration on day of event; to clean up and return meeting room(s) to order. - Compose, prepare and distribute correspondence and other documents in accordance with priorities and procedures determined in collaboration with the Vicar General. - Attend programs, workshops, seminars, meetings, etc., as directed. Paralegal/Legal Secretarial Duties: - Conduct factual, historical and legal research, including summaries, as directed by the Vicar General in his capacity as general canonical counsel and supervisory capacity with civil and canonical attorneys. - Maintain, organize and file material in civil and canonical processes. - Work in conjunction with diocesan attorneys, canon lawyers and their staffs in collecting and organizing materials related to legal matters (litigation, corporate documents, property transactions, canonical matters, etc.) - Notarize (or arrange for notarizing of) documents, as needed. - Serve as recording secretary for legal conferences and meetings, as directed. - Receive, prioritize and communicate matters related to cemetery issues and assist the Vicar General with necessary information and documentation to resolve issues. - May, at times, be called upon to hand-deliver legal documents to attorneys’ offices. Assist with Special Events (as needed/directed): - Chrism Mass - Priests Convocation - Employee Christmas Gathering - Other Socials as scheduled by the Bishop or the Chancellor Required Knowledge, Skills and Abilities . Must possess a high degree of respect for confidentiality. Must be a Catholic in good standing. Must possess familiarity with Catholic terminology, protocol, titles of address, etc., with a willingness to learn basic canonical terminology. Executive Assistant. Vicar General February 2021 Page 2 of 3 . Must possess the ability to quickly and objectively analyze situations to determine a proper course of action; and to act calmly and effectively in emergency and stressful situations. Must possess the ability to deal sensitively, courteously and responsively (via telephone, electronic communications, or in person) when responding to inquiries and in making referrals. Must possess the ability to clearly and effectively communicate and interact with the many different persons who are in contact with the office, including but not limited to clergy, religious, and central office personnel. Must be self-motivated, able to multi-task, organized, prompt in performing tasks and capable of working independently, while meeting deadlines. Must possess the ability to take initiative and see projects through to completion. Must possess knowledge of, and proficiency in, current office-related computer system/program(s), including but not limited to WORD, EXCEL, OUTLOOK, PUBLISHER, and MAIL MERGE, with a willingness to keep current with applicable new technology. Proficiency in formal correspondence, including proficient typing and proofreading skills as well as ability to compose and write in proper format, punctuation, spelling and grammar, with special attention to legal and canonical language. Must maintain up-to-date Safe Environment certification. Must possess experience as either a paralegal or legal secretary with basic knowledge of legal matters, including property and business transactions, at least two years’ experience preferred. Must possess a minimum of three years secretarial experience in upper management. Must possess a high school diploma (or equivalent) along with post high school training (college, technical school, paralegal school, etc.). Current (and maintaining) possession of Notarial Commission (Louisiana) is not required but is preferred; willingness to seek a Notarial Commission is a plus. Job Conditions/Physical Demands (The following are representative of the physical capabilities that must be met by an employee and the working conditions that an employee in this position encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.) . While performing the duties of this job, employee is required to sit, stand, stoop, walk, talk, hear, reach, and perform repetitive motions of the fingers, hands, and wrists. Ability to push, pull, lift, and carry items up to twenty (20) pounds. Work is performed in an office setting, with periods of high stress. Employee is required to perform extensive close computer work. May be called upon to perform work/attend meetings or other functions outside of regular office hours, when necessary and/or directed, which may require some travel. When travel is necessary, must have access to available transportation with proof of proper automobile insurance and possession of valid driver’s license. Executive Assistant. Vicar General February 2021 Page 3 of 3 .
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