Administrative Assistant – Clerical

Administrative Assistant – Clerical

The Catholic Archdiocese of Edmonton (CAEDM) invites you to join us on the exciting venture of friendship with our Lord and Saviour, Jesus Christ, who is our Life. Transformed by His truth and love, we find hope and joy by living in His Word.

The Catholic Archdiocese of Edmonton is seeking a full time (35 hours per week) organized, detail-oriented, and service-focused Administrative Assistant to provide administrative and organizational support for clergy formation, deanery activities, liturgical events, and other clergy and clerical gatherings.

This position plays an important role in ensuring clergy, deacons, and other participants have the information, resources, and practical support needed for successful and well-organized events and activities.

The Administrative Assistant coordinates a wide range of event logistics, including scheduling, registrations, communications, facilities, accommodations, catering, materials, and other arrangements. The position works closely with clergy, Archdiocesan staff, parishes, and other external service providers.

This role requires a highly organized individual who is comfortable managing multiple events and priorities, has strong attention to detail, demonstrates discretion and professionalism, and enjoys supporting others.

Duties:

Clergy and Clerical Events

• Coordinate administrative arrangements for Clergy Formation Retreats, including scheduling, registrations, communications, facilities, accommodations, meals, materials, and other logistical requirements.
• Provide administrative coordination and support for Archdiocesan events and other clerical gatherings.
• Coordinate logistics and administrative requirements for liturgical events involving clergy and Archdiocesan leadership.
• Provide administrative support for Diaconate retreats, gatherings, and formation-related activities.
• Assist with planning and coordinating other clergy meetings, retreats, workshops, and events as required.
• Prepare and distribute event invitations, schedules, agendas, information packages, and follow-up communications.
• Maintain accurate participant lists, registrations, attendance records, and event information.
• Coordinate meeting rooms, venues, catering, accommodations, transportation, equipment, supplies, and other event requirements.
• Liaise with parishes, clergy, vendors, venues, and other stakeholders to confirm arrangements and resolve logistical matters.
• Prepare materials and resources required for events and ensure they are available and organized in advance.
• Provide on-site administrative support for events, retreats, and gatherings as required.

Administrative Support

• Maintain calendars and coordinate schedules for clergy-related events and activities.
• Manage correspondence, inquiries, registrations, and routine communications related to assigned events.
• Maintain organized electronic and paper records in accordance with Archdiocesan practices.
• Process invoices, expense documentation, and other administrative records associated with events.
• Assist with tracking event budgets and expenditures and provide information to the appropriate supervisor.
• Prepare reports, lists, correspondence, and other documents as required.
• Support general administrative activities within the office as assigned.
• Perform other related duties as assigned.

Qualifications:

• Post-secondary education is preferred.
• Two or more years of administrative or related experience.
• Experience coordinating meetings, retreats, conferences, or other events is an asset.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience managing electronic calendars, scheduling, virtual meetings, and online communications.
• Experience with electronic document management, data entry, digital filing, and records management systems.
• Strong computer skills and the ability to learn and effectively use new software, databases, and technology platforms.
• Experience with mass communication platforms such as Flocknote and/or Clergy Note is an asset.
• Ability to work independently while collaborating effectively with clergy, staff, volunteers, vendors, and external contacts.
• Demonstrated professionalism, discretion, and respect for confidential information.
• Strong initiative, problem-solving skills, adaptability, and flexibility.
• Knowledge of the Catholic Church and familiarity with Archdiocesan structures, terminology, and liturgical practices is an asset.

All employees are required to undergo a Police Records Check including the Vulnerable Sector Information Check and Intervention Records Check.

If you are interested in this opportunity, please submit a resume quoting the job title “Administrative Assistant – Clerical” in the subject line to Dr. Eugenia Pagnotta-Kowalczyk at Eugenia.Pagnotta-Kowalczyk@caedm.ca

We thank all those who apply; however, only those invited for an interview will be contacted.