The Archdiocese of Vancouver (RCAV) carries out the mission of the Church on a local level. Our vision is focused on intentionally helping people experience God’s merciful love by focusing on four key priorities and goals: Making Every Sunday Matter, Getting Closer to Jesus, Strengthening Marriages and Families, and Developing Parish Leadership and Support.

At RCAV, you will work alongside passionate disciples who are eager to bring people closer to Jesus. You will be part of a caring and collaborative team and have the opportunity to use your unique gifts and skillset to advance the work of the Archdiocese. As part of a team, staff are invited to grow in faith and fellowship while being encouraged and further developed in their professions. Come use your gifts to advance the mission of the Church in Vancouver.

Job Description 

The Administrative Assistant is directly responsible for a wide range of confidential organizational and administrative functions in the Office of the Vicar General. These include frequent communication and interaction with clergy, the public, consecrated persons, and archdiocesan staff at all level levels. The job requires exposure to, and handling of, highly confidential and sensitive information. The position demands good rapport, loyalty, and a close working relationship with the Archbishop’s Office, senior archdiocesan officials, clergy, and laity.

He or she will ensure that the Vicar General is equipped with necessary information and support to accomplish his duties and fulfill his commitments. In order to effectively provide this support, the incumbent requires proficiency in formal correspondence, including first-rate typing and proofreading skills along with the ability to compose and write using proper format, punctuation, spelling, and grammar, with special attention to legal and canonical language. 

The holder of this position will also support the Archbishop’s Office and the Chancery during vacations and as requested.

Responsibilities

Manage day-to-day operations.

• Handle phone calls, greet visitors, and deal with inquiries and requests in accordance with priorities and procedures determined in collaboration with the Vicar General and Coordinator.
• Manage the Vicar General’s calendar, scheduling all appointments.
• Coordinate with the Vicar General and prepare all materials required for any meeting the Vicar General holds; also prepare all materials for meetings he attends and send ahead of the meeting.
• Effectively utilize a task-management system for the Vicar General with daily tracking of all commitments, using pertinent software.
• Manage incoming and outgoing correspondence and communications, both standard and electronic mail. 
• Assist the Vicar General in maintaining a well-organized, and easily searchable filing system related to this office.
• Maintain and keep current supplies and other administrative material required in the Office.

Other Duties

• Input payments and reimbursements through the Archdiocese’s finance systems.
• Organize and prepare for archdiocesan events that pertain to the work of the Vicar General, including the annual Priests’ Study Week, study days, and annual retreats.
• Take minutes as directed; transcribe meeting minutes and distribute in within prescribed timelines.
• Transcribe notes, minutes, and correspondence created by the Vicar General. 
• Prepare meeting materials; reserve and set up meeting/conference rooms, workshop locations, etc.; receive and process registrations for all office-sponsored events.
• Attend event registration; clean up and return meeting room(s) to order.
• Collaborate with Chancery staff in creation and approval of official documents, including clerical appointments, ministry agreements, requests for ministry, letters of good standing, banking, temporary faculties, and contracts with religious orders.
• Prepare simple newsletters in Canva or other appropriate software. 
• Maintain communication and coordination of calendar with the Vicar General’s parish staff if applicable.
• Assist with travel arrangements, as requested.

Position Requirements

• Must be a Catholic in good standing, living according to the teaching of the Church.
• Maintain a professional attitude and appearance.
• Must possess an excellent degree of organizational skills, especially when working on projects and coordinating larger functions and meetings.
• Excellent time-management skills, with the ability to prioritize tasks.
• Knowledge of, and proficiency in, a variety of computer programs and applications, especially, but not limited to Microsoft Word, Excel, Outlook, Publisher, and Power Point, with a willingness to remain current with new technology.
• Proficiency in English grammar, spelling, punctuation and spoken English language skills.
• Typing speed of at least 80 words per minute.
• Excellent written and verbal communication, including the ability to draft responses to simple correspondence, or other materials as provided by the Vicar General.
• Familiarity with Catholic terminology, protocol, titles of address, etc., with a willingness to learn basic canonical terminology.
• Must possess the ability to deal sensitively, courteously, and responsively (via telephone, electronic communications, or in person) when responding to inquiries.
• Demonstrate excellent interpersonal skills, including the ability to work collaboratively.
• Cordial and effective communication with clergy, parishioners, committee members, and Archdiocesan staff.
• Must be able to meet the requirements of RCAV’s Safe Environment policy. 
• Experience with Salesforce in a not-for-profit environment is considered an asset. 

Working Environment 

• This is a Full-Time position with core hours of 9:00 AM to 4:30 PM.
• Opportunity to work in a faith-based team environment.
•  Hourly Range: $24.78 - $30.43

Deadline to apply:  October 31, 2024

Please submit a résumé and cover letter with “Administrative Assistant – VG Office” in the subject line to:

Human Resources Office

Roman Catholic Archdiocese of Vancouver

Email: [email protected]

Website: www.rcav.org/employment 

Thank you for your interest; only shortlisted candidates will be contacted.