Executive Assistant to the Bishop and Vicar General

Executive Assistant to the Bishop and Vicar General

Roman Catholic Diocese of Rochester (Pastoral Center) | Rochester, New York
Full-time (35 hours per week) | Non-Exempt/Hourly | Beginning at $24.00 per hour

The Roman Catholic Diocese of Rochester is seeking a highly organized, discreet, and service-oriented Executive Assistant to provide high-level administrative support to the Bishop of Rochester and the Vicar General/Moderator of the Curia. This position plays a key role in coordinating executive schedules, communications, meetings, travel, records, and follow-up activities while supporting the efficient and pastoral operation of these offices.

Key Responsibilities

• Manage calendars, appointments, meetings, liturgies, diocesan events, travel, and competing priorities for the Bishop and Vicar General.
• Screen and route calls, correspondence, email, visitors, invitations, and requests with tact, sound judgment, and pastoral sensitivity.
• Prepare agendas, briefing materials, correspondence, reports, presentations, meeting packets, and other executive documents.
• Coordinate meetings and events, including invitations, facilities, technology, hospitality, transportation, and materials.
• Record meeting notes, decisions, assignments, and action items; monitor deadlines and provide timely follow-up.
• Maintain secure and accurate files, calendars, contact lists, databases, correspondence, and administrative records.
• Assist the Bishop in maintaining communications on various social media platforms, and helping generate graphics as requested.
• Handle confidential personnel, legal, financial, canonical, pastoral, and governance information with the highest discretion.
• Serve as a professional liaison with clergy, diocesan offices, parishes, schools, Catholic organizations, community leaders, and members of the faithful.

Qualifications

• Bachelor’s degree in business administration, communications, nonprofit administration, theology, pastoral studies, or a related field preferred; an equivalent combination of education and significant experience may be considered.
• At least five years of progressively responsible administrative experience supporting senior executives or organizational leaders.
• Excellent organization, judgment, communication, proofreading, document preparation, and follow-through.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Knowledge of Catholic Church structure, terminology, protocol, liturgical life, or diocesan operations is strongly preferred.
• Respect for the mission, teachings, and values of the Roman Catholic Church.
• Valid driver’s license and ability to travel within the 12-county Diocese of Rochester and occasionally beyond.
• Successful completion of required background checks, Safe Environment training, and diocesan screening requirements.

This is a full-time, 35-hour-per-week position, normally scheduled Monday through Friday from 8:30 a.m. to 4:30 p.m., with a one-hour lunch. Flexibility is required for occasional evenings, weekends, special events, and travel. The position is primarily performed in a professional office environment and may require occasionally lifting or carrying materials weighing up to 20 pounds, with or without reasonable accommodation.

How to Apply

Qualified applicants are invited to submit a résumé and cover letter to , describing their relevant experience and interest in supporting the mission of the Roman Catholic Diocese of Rochester.

The Roman Catholic Diocese of Rochester provides equal employment opportunities in accordance with applicable law and considers reasonable accommodations for qualified individuals with disabilities.