Manager - Executive Assistant to the Principal

Job Description

Job Description

Position: Executive Assistant

Date Revised: May 22, 2025

Reports to: Principal

Location: St Martin de Porres Catholic School

4000 West University Drive
Prosper, TX 75078

www.fwdioc.org

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 will provide high-level administrative support to the Principal and other senior staff. The Executive Assistant will also be responsible for oversight and maintenance of student records, administration of the registration process, and confirming students’ and family’s fulfillment of requirements for acceptance into St. Martin de Porres Catholic School.

Principal Accountabilities:

For Administration:

• Provides high-level administrative support and assistance to the Principal and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Performs office tasks including maintaining records, ordering supplies, and sending correspondence to families weekly.
• Performs additional duties as assigned by the prinicpal.
• Performs other related duties as assigned.
• Plans and carries out duties related to special events – staff lunches, retreats, and volunteer appreciation events.
• Greets visitors, and guests; determines the purpose of each person’s visit and directs or escorts him or her to the appropriate location.
• Answers, screens, and directs phone calls to staff; responds to inquiries and takes messages.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Maintains inventory of office supplies and places orders as needed.
• Performs administrative and clerical support tasks to the principal, staff and visitors, as needed.
• Performs basic filing and recordkeeping.
• Responsible for all other projects and tasks as assigned.

For Admissions/Registrar

• Administers and oversees all functions of the Admissions Office.
• Implements processes and procedures for enrollment.
• Oversees and implements processes for secure maintenance of all academic records in accordance with applicable privacy and data security requirements.
• Compiles reports of statistical data regarding enrollment.

• Responsible for all other projects, tasks, etc., as assigned

Typical Decisions and/or Recommendations Made in This Position:

• The incumbent must use good judgment and know when to take and/or provide feedback, suggestions, etc., as needed.
• Provides guidance to Seminarians, Priests, Deacons, Diocesan employees, and/or vendors as necessary, concerning policies and procedures.

Supervision Given and/or Received:

• Received: Moderate supervision given to this position.
• Given: This position provides feedback and guidance to vendors upon advice and consent of the Chancellor, General Counsel, and/or Bishop.

Internal Contacts:

• The Diocese, Pastors, Priests, Seminarians, Principals, Business Managers, and employees.

External Contacts:

• Parishioners, diocese vendors, local, state, and federal agency representatives, and auditors.

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.
• A significant amount of time regularly spent answering and speaking on the telephone providing customer service support and problem solving for both internal and external customers.
• Ability to accept work interruptions while remaining focused on duties.
• 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:

• Infrequent travel, by car, may be required to Diocese Parishes and/or schools, along with occasional trips to vendor locations for meetings.

Education and Experience Preferred:

• Two years of college required. Bachelor’s degree preferred or equal years of experience.
• Two years of experience as an Executive Assistant to a high-level executive within an organization. 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:

• Member in good standing of a Roman Catholic Church.
• Knowledge of the Catholic Church organization and functions.
• Demonstrated professional written and verbal communication skills.
• Demonstrated ability to listen empathetically, make peace, and de-escalate
• Demonstrated history of good judgement.
• Demonstrated aptitude for adaptability and flexibility.
• Ability to use various computer software programs; strong computer skills in Microsoft Office Suite, especially in Word, PowerPoint and Excel.
• Ability to use various office machines (copier, fax, phones, calculator, scanner, etc.) or ability to learn.
• Ability to meet deadlines and follow directives in a timely manner.
• Ability to receive, understand, retain, and complete verbal and written tasks.
• Ability to work independently as well as in teams.
• Ability to provide excellent customer service and work efficiently with staff, clergy, religious, and laity.
• Ability to honor and maintain confidentiality.
• Ability to work well with people from a diverse variety of audiences.
• Excellent organization, prioritization, and communication skills.

FLSA Designation: Exempt. FT 40 hours, Onsite, 8am-5pm M-F