Executive Assistant to the Priest and Parish Council President

Executive Assistant to the Priest and Parish Council President

Reports To: Priest and Parish Council President and Treasurer
Job Title: Executive Assistant
Job Type: Part-Time
Location: Springfield Massachusetts
Salary: commensurate with experience

The Executive Assistant (EA) provides high-level administrative support primarily to the Parish Priest and secondarily to the Parish Council President, ensuring the smooth operation of the Cathedral’s daily functions and strategic initiatives. This role requires exceptional organizational skills, pastoral discretion, and the ability to manage multiple responsibilities in a faith-centered and service-oriented environment.

Key Responsibilities

Administrative Support to the Priest
  • Manage the priest’s calendar, including liturgical services, pastoral visits, and administrative meetings.
  • Screen, prioritize, and respond to communications (emails, calls, letters) on behalf of the priest.
  • Draft and edit correspondence, announcements and bulletins.
  • Maintain organized digital and physical files (e.g., sacramental records, confidential notes).
  • Prepare materials for services, meetings, and events; ensure timely briefings.
  • Coordinate travel arrangements and hospitality for visiting clergy or speakers.
Pastoral & Liturgical Support
  • Schedule and assist in preparations for baptisms, weddings, funerals, house blessings, and memorials.
  • Maintain sacramental records and prepare necessary documentation.
  • Coordinate volunteers, altar servers, and chanters as needed.
  • Ensure vestments, liturgical books, and supplies are available and maintained in coordination with the Parish Sexton.
  • Assist with organizing feast days, processions, and special liturgical events.
Event and Ministry Coordination
  • Assist with planning and implementation of parish-wide events (e.g., retreats, festivals, fundraisers).
  • Collaborate with ministry leaders to ensure coordinated parish programming.
  • Track ministry deadlines and ensure timely communication and follow-through.
Communications and Community Relations
  • Act as liaison between the priest and parishioners with sensitivity and professionalism.
  • Serve as the first point of contact for inquiries and appointment requests.
  • Prepare and manage content for the website, bulletin, weekly newsletters, and social media.
  • Assist in maintaining parishioner records, attendance, and stewardship contributions.
Administrative Support to the Parish Council President
  • Prepare and edit reports, correspondence, and presentations as needed.
  • Ensure the President is equipped with necessary materials for meetings and events.
  • Take minutes for Parish Council and ministry meetings when requested.
  • Assist with processing invoices, reimbursements, and other transactions tied to parish initiatives.
  • Coordinate logistics for events sponsored or overseen by the Parish Council.
Operational & Facility Oversight
  • Maintain the master church calendar (online and in office).
  • Support office operations, including ordering supplies and maintaining equipment.
  • Oversee scheduling and basic upkeep of Cathedral facilities for meetings and events.
  • Help with digital signage (in the Cultural Center Stoa), website updates, and social media presence.
Financial & Administrative Coordination
  • Assist in managing budgets related to the Priest’s office and Cathedral events.
  • Support processing of receivables, counting cash, billing, invoices, and reimbursements under the direction of the Priest or Parish Council as required.
Confidentiality & Professional Conduct
  • Handle sensitive matters and personal interactions with the highest level of discretion and integrity.
  • Maintain strict confidentiality in pastoral and administrative matters.

All other duties as assigned.

Qualifications

Education
  • High school diploma required; associate’s or bachelor’s degree in business administration, communications, or a related field preferred.
Experience
  • 3–5 years in executive or administrative support, preferably in a religious or nonprofit setting.
Skills
  • Excellent verbal and written communication.
  • Strong organizational and time-management abilities.
  • Proficiency in Microsoft Office products and/or Google Workspace.
  • Familiarity with website content management and social media platforms is a plus.
  • Ability to multitask and remain calm under pressure.
Preferred Qualifications
  • Familiarity with the Orthodox Christian liturgical life and terminology.
  • Knowledge of Greek, preferred.
  • Experience with tools like Canva, ChurchTrac, Constant Contact, Mailchimp, Squarespace, or similar.
Key Personal Attributes
  • Practicing Christian; must demonstrate respect for Orthodox Christian values and traditions.
  • Discreet, trustworthy, and spiritually mature.
  • Personable and approachable with excellent interpersonal skills.
  • Collaborative, yet capable of working independently.
  • Flexible and attentive to pastoral sensitivity and community needs.

Working Conditions

  • Standard part-time office hours with some evenings/weekends required.
  • Occasional standing, walking, or lifting during event setup and support.

Probationary Period

This position is subject to a six (6) month probationary period from the start date of employment.