Auxiliary Bishop of Hartford
Waterbury, CT

PT, Non-Exempt, 21HRS, 3 days a week

The Executive Assistant to the Auxiliary Bishop performs administrative functions and keeps complex records. Working with minimal supervision, the incumbent will make independent decisions (within the scope of the position) and be involved with frequent new and varied work situations.

The Executive Assistant will be a critical link between the Auxiliary Bishop, the Archbishop’s staff, and various Archdiocesan committees, priests, parishes, offices, agencies, and other outside contacts.

Contacts and conversations will primarily involve confidential/sensitive matters necessitating discretion and confidentiality.

Essential Functions:

  • A full range of general office administrative duties in the daily operation of the office, including, but not limited to, phone, clerical, correspondence, mail, and record-keeping
  • Strong calendar management skills, including social calendar administration

  • In collaboration with the Auxiliary Bishop, schedule engagements and manage the calendar for events, such as, but not limited to, Confirmations, Funerals, Special Masses or Remembrances, conference calls, parish visits, travel, speaking engagements, THONE and USCCB events
  • Ability to identify and solve problems proactively
  • Handle all correspondence and document preparation
  • Maintain office and project files
  • Plan and coordinate meetings, seminars, and other gatherings as directed
  • Sets up personal appointments and travel arrangements for the Auxiliary Bishop, as directed
  • Ensure high-quality and comprehensive responses to major interests of the Office of the Auxiliary Bishop 
  • Ability to construct and deliver comprehensive, effective communication initiatives to address a variety of issues 
  • Liaison with internal and external contacts, as directed
  • Handle confidential and sensitive matters within the scope of responsibility 
  • Facilitate the development and distribution of agendas for in-house and external meetings
  • Work closely with executive assistants of the Archbishop, Vicar General/Moderator of the Curia, Chief Operations Officer, and Chancellor/Assistant Chancellor, the USCCB and THONE offices
  • Prepare and distribute agendas for meetings and provide necessary meeting set-up
  • Maintain accurate and complete files for the Auxiliary Bishop
  • Coordinate varied administrative projects and procedures within the office
  • Secure and be responsible for all confidential records and information with the offices served
  • Answer questions and resolve issues within the scope of authority and responsibility and maintain strict confidentiality in all issues
  • Attend meetings when requested and record minutes of meetings, transcribe, edit, and disseminate, as requested
  • Screen calls and visitors, arrange appointments, meetings, and major events, as requested
  • Order office supplies and ensure that all office equipment is operational 
  • Establish and maintain a variety of files, manuals, and records, both physical and electronic, for the office
  • Establish positive working relationships with the public and maintain a team spirit by collaborating with other Executive and Administrative offices within the Archdiocese of Hartford
  • Perform other duties and assume other responsibilities as assigned.

Skills, Knowledge, and/or Abilities:

Knowledge and understanding of the Catholic Church and its mission
Strong organizational skills
Excellent interpersonal communication skills
Excellent Computer skills in Microsoft Word, Excel, Access, and PowerPoint
Excellent Computer skills in social media applications
Ability to utilize the internet
Must possess good analytical skills
Good record keeping skills
Good telephone etiquette
Ability to prioritize projects
Ability to meet deadlines
Ability to present oneself professionally
Knowledge of basic accounting
Demonstrated ability to set priorities and organize work effectively and efficiently including developing and maintaining effective record-keeping systems
Ability to compose correspondence, minutes and/or reports
Ability to represent the office to those that call, write, or visit
Ability to honor and maintain confidentiality
Ability to adapt to small office setting
Ability to adapt to changes in routine or schedule
Ability to multi-task in a fast-paced environment while maintaining an exemplary level of organization and productivity
Must be self-motivated, able to handle detailed projects independently and be good at problem solving

Educational Requirements:
BS Degree in a related field, is preferred
background in theological studies, is preferred
Five to seven years of executive assistant experience, is required
Bilingual in Spanish for both writing and/or speaking, is preferred

Physical Requirements/Environmental Conditions 

Requires prolonged sitting
Requires physical exertion to manually move, lift, carry, pull, or push objects or materials up to 25 pounds
May require occasional stooping, bending, and reaching
Will work in an office setting with office machines.

Certificates, Licenses, and Registrations:

Driver’s License with good driving record.

Working Environment: 

Weekend and/or evening work hours may be necessary on occasion
Light travel within the Archdiocese of Hartford may be necessary.

The Archdiocese of Hartford is committed to fostering a healthy work-life balance for its employees. By offering flexible work schedules, supportive policies, and a focus on well-being, the Archdiocese of Hartford ensures that staff can effectively balance their personal and professional lives. This approach helps create a positive and productive environment where individuals can thrive both at work and at home.

If you are interested in this role, please send all resumes to bsp.betancourt@aohct.org.