Executive Assistant to the Rector

Accountability: The Executive Assistant to the Rector is directly accountable to the Rector

Job Summary: Reporting to the Rector of Saint Mary’s Cathedral Basilica, the Executive Assistant will assist the Rector to fulfill his mandate within the mission of the Church and will also facilitate the interaction, communication and activities of the Rector to ensure his portfolios are managed to the highest level of integrity and competency for these offices. The Executive Assistant will work collaboratively with the Rector and help implement the programs, and strategic decisions of the Cathedral and diocesan departments - pastoral, administrative and financial. An extensive understanding of church structure and an in-depth understanding of catholic culture will ensure success in this role. The Executive Assistant will participate on various leadership teams that support the portfolios of the Rector as directed and will ensure the strategic intent of the Rector is fulfilled.

Main responsibilities and duties:

Main functions but not limited to the following:

Administrative

• Manages the schedule of the Rector, ensures he is apprised, and provides support about various meetings, presentations, etc.
• Prepares documentation to enable the Rector’s full participation in various committee meetings e.g. meeting agendas
• Performs a variety of administrative and/or executive support tasks that are confidential and sensitive
• Provides reports as requested to the pastor/deacon: pastoral council etc.
• Prepares or drafts correspondence for the Rector, Assistant Priest, Deacons and other pastoral staff as requested including, memos, meeting documents, letters, role descriptions, etc.
• Ability to operate in both official languages is considered an asset

Communication

• Maintains relevant mailing lists / contacts for the Rector particularly the Vocations Office of Halifax-Yarmouth
• Receive bulletin submissions and with the rector determines what is to be included in the weekly bulletin
• Develops content or advertising and public distribution
• Ensures the Communications Team at the Archdiocese is kept informed about chaplaincy, vocations and other activity
• Acts as liaison between Catholic Diocesan Centre and Assistant MC for activity in the Cathedral

Scheduling

• Manages and schedules calendar appointments, monthly board/committee meetings and events of and for the Rector.
• Works with property manager and rector to identify and schedule maintenance work as required.
• Researches and implements a tool to support effective scheduling and communications

Portfolio management

• Provides strategic support to the Rector.
• Manages flow of information
• Ensures the strategic intent is implemented

Qualifications:

• Minimum 3 years' experience in a secretarial role
• Fluency in both English and French is considered an asset
• Demonstrated above average written and oral communication skills with the ability to maintain a high degree of confidentiality
• Strong organizational and planning skills and the ability to prioritize and work well in a multi-task environment
• Able to demonstrate experience working with different communication media (e.g. print media, email, MS Office, PDF) written and telephone.
• Must be extremely comfortable working with computers, including Microsoft Office suite
• Good problem-solving and trouble-shooting ability – ability to resolve complex issues and unforeseen obstacles quickly and efficiently
• Knowledge and understanding of the Catholic faith, structure, and culture
• Must meet the Archdiocesan Responsible Ministry Protocol requirements

How to Apply:

If you feel that the Holy Spirit is steering you to this ministry and you have the necessary qualifications, we need to hear from you! Submit your resume and cover letter outlining your interest and experience to Andrea Antonio: [email protected] with Executive Assistant to the Rector in the subject line.

Applications will be accepted until January 13, 2025

Condition of employment:

The offer of employment is conditional upon the completion of all applicable background checks and confirmation of references and credentials, the results of which must be satisfactory to the employer.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.