Executive Assistant to the Bishop of Fort Worth

Executive Assistant to the Bishop of Fort Worth

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

General Position Summary: The Executive Assistant to the Bishop serves in a position of special trust and confidence directly supporting the Bishop in the exercise of his pastoral, teaching, sanctifying, and governing responsibilities within the Diocese of Fort Worth. The position assists the Bishop in carrying out the mission of the Catholic Church by facilitating pastoral ministry, coordinating liturgical and ecclesiastical functions, managing sensitive ecclesial communications, and supporting the governance of the Diocese. The Executive Assistant serves as an extension of the Bishop's office and is expected to understand, support, and advance the teachings, mission, and ministry of the Roman Catholic Church.

Principal Accountabilities:

• Manages and prioritizes the Bishop's calendar, appointments, meetings, pastoral engagements, and official events in furtherance of the Bishop's pastoral, sacramental, teaching, and governance responsibilities.
• Prepares reports, memoranda, correspondence, presentations, and other documents as needed. Maintains diocesan records, prepares and distributes meeting materials and minutes, and safeguards confidential information relating to the Bishop, clergy, and diocesan affairs.
• Serves as a primary point of contact for the Bishop's Office by receiving calls, correspondence, and visitors and ensuring inquiries are addressed appropriately and professionally.
• Develops and maintains schedules for Masters of Ceremonies and other liturgical support personnel for Masses and liturgical celebrations presided over by the Bishop.
• Assists in planning and coordinating diocesan liturgies, sacramental celebrations, ordinations, confirmations, dedications, and other ecclesiastical events presided over by the Bishop.
• Coordinates the Bishop's pastoral visits to parishes, schools, prisons, religious communities, and other institutions throughout the Diocese.
• Assists in planning the Bishop's participation in conferences, retreats, seminars, meetings, and ecclesial gatherings, including travel arrangements and preparation of supporting materials.
• Coordinates the Bishop's annual travel schedule, including seminary visitations, meetings of the United States Conference of Catholic Bishops (USCCB), the Texas Catholic Conference of Bishops (TCCB), and other Church-related obligations.
• Handles incoming communications on behalf of the Bishop, drafts official correspondence, and prepares responses consistent with diocesan priorities, Catholic teaching, and established protocol.
• Prepares materials, agendas, briefing documents, and minutes for meetings involving the Bishop and diocesan leadership.
• Supports pastoral initiatives and special projects of the Bishop by coordinating resources, communications, events, and follow-up activities.
• Organizes and coordinates special events involving the Bishop, including receptions, clergy gatherings, donor events, and diocesan celebrations.
• Assists with financial and administrative matters, including preparing expense reports, processing invoices, and maintaining related records.
• Collaborates with Chancery staff, clergy, religious, and diocesan leaders to facilitate communication, coordination, and effective administration of diocesan initiatives.
• Maintains archives of official correspondence, diocesan documents, decrees, announcements, and other records associated with the ministry and governance of the Diocese.
• Oversees incoming and outgoing mail for the Bishop's Office, prioritizing matters requiring pastoral, administrative, or canonical attention and ensuring timely follow-up.
• Assists the Bishop in drafting correspondence related to pastoral concerns, diocesan governance, clergy matters, and communications with members of the faithful.
• Assists with administrative processing of financial transactions related to diocesan or Bishop's Office operations.
• Researches and pursues issues raised through correspondence and communications directed to the Bishop, coordinating with diocesan departments and external stakeholders as appropriate.
• Monitors the Bishop's email account, exercising discretion and judgment in identifying urgent matters, responding when appropriate, and ensuring timely attention to pastoral and administrative concerns.
• Facilitates requests for Papal Blessings, Papal Audiences, and other matters requiring communication with the Holy See.
• Assists with personal and administrative matters necessary to support the Bishop in the effective fulfillment of his ministry.
• Serves as a representative of the Bishop's Office when communicating with clergy, religious, diocesan leaders, parish personnel, benefactors, and members of the faithful.
• Exercises exceptional discretion, sound judgment, and confidentiality regarding clergy matters, ecclesiastical governance, pastoral concerns, personnel issues, and other sensitive diocesan affairs.
• Assists in implementing initiatives that advance the Bishop's pastoral priorities and the mission of the Diocese of Fort Worth.
• Maintains familiarity with Catholic doctrine, diocesan structures, liturgical practices, ecclesiastical protocol, and the mission of the Church necessary to support the Bishop's ministry effectively.
• Supports the Bishop's role as chief pastor, teacher, and shepherd of the Diocese through the effective administration and coordination of his pastoral, sacramental, teaching, and governance responsibilities.
• Performs other duties and special projects as assigned.

Working Conditions and/or Physical Requirements:

• This position works in a typical office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• Significant amount of time regularly spent answering and speaking on the telephone providing service support and problem solving for both internal and external Laypeople, Clergy, and Religious.
• Data entry via computer keyboard that requires repetitive and frequent hand and wrist movements.
• Ability to lift up to 35 pounds without assistance and up to 60 pounds with assistance.

Travel Requirements:

• Some travel may be required to Diocesan Parishes and/or schools, along with occasional trips to vendor locations for meetings.

Education and Experience Preferred:

• 2 to 3 years of college required. Bachelor's degree preferred.
• 3 to 5 years of experience as an Executive Assistant to a high level executive within an organization preferred. Experience within a Catholic Church environment is preferred.
• A strong knowledge of the Catholic faith, certification in a religious studies program or willingness to obtain such a certification is preferred.

Knowledge and Skills Preferred:

• Microsoft Office / Intermediate to advanced capabilities with a heavy emphasis in Excel, PowerPoint and Word.
• Demonstrated professional written and verbal communication skills.
• Demonstrated analytical, customer service skills and the ability to multi-task.
• Practicing Roman Catholic in good standing whose life and conduct are consistent with the teachings and moral standards of the Catholic Church
• Demonstrated knowledge of ecclesial structure, liturgical life, and diocesan governance
• Ability to articulate and support the mission, teachings, and ministry of the Catholic Church in professional interactions.
• Bilingual (English/Spanish) preferred.

FLSA Designation: Exempt