Executive Specialist

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Executive Specialist

@ Diocese of Lafayette

POSITION SUMMARY

The Executive Specialist must be highly organized with exceptional verbal and written communication skills and meticulous attention to detail. This individual will provide high-level administrative assistance, supporting the Chancellor in ensuring that goals and objectives of Chancery operations are achieved. At times, particularly during periods of critical or imminent deadlines, the Executive Specialist will be called upon to assist the Vicar General’s office. The person in this position is expected to be flexible yet consistent, while maintaining complete confidentiality.

The Executive Specialist will regularly access privileged, confidential, and sensitive personnel, legal, canonical, and organizational information and is expected to exercise the highest level of discretion. Artificial Intelligence (AI) or other technology tools may only be used in accordance with diocesan policies and only in a manner that preserves confidentiality and protects sensitive information.

The Executive Specialist must be a collaborative team player who supports and advances the vision and goals of the Bishop and of the Diocese of Lafayette, following all office and diocesan policies, procedures, and regulations. The person in this position must be able to multi-task and handle stressful situations, while maintaining a calming and professional demeanor.

The Executive Specialist is required to take an Oath of Confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive and Administrative Support

• Assist the Chancellor in achieving the goals and objectives of Chancery operations.
• Coordinate scheduling and preparation for appointments, meetings, workshops, conference calls, and travel arrangements.
• Provide timely meeting summaries and reports.
• Monitor project timelines and budgets, providing regular updates to the Chancellor.
• Organize Chancery staff events.
• Assist the Vicar General’s office, as directed by, and in coordination with the Chancellor.
• Properly maintain confidential records and information; ensuring that all files are secured immediately after use and at the end of each workday.
• Perform other duties as assigned.

Project Coordination and Organizational Support

• Maintain and safeguard diocesan records.
• Address departmental needs and staff concerns, in consultation with the Chancellor.
• Coordinate communication and implementation of Chancery personnel policies.
• Collaborate with internal staff and external stakeholders on projects and initiatives.
• Assist Chancery offices with records retention and document management.
• Identify opportunities to improve office efficiency through technology and AI-assisted processes.

Legal, Research, and Document Support

• Conduct legal, canonical, and policy research as directed by the Chancellor and/or the Vicar General.
• Compile research findings and prepare summaries, reports, and supporting documentation.
• Maintain current knowledge of applicable diocesan policies, civil employment law resources, and canonical references relevant to assigned projects.
• Review and proofread correspondence, policies, reports, legal and other official documents, for accuracy, grammar, formatting, consistency, and clarity.
• Compose, review and manage a variety of documents, with a focus on accuracy, professionalism, and clarity.

Artificial Intelligence (AI) and Technology

• Utilize approved artificial intelligence (AI) tools to assist with research, drafting, editing, summarization, workflow automation, and document management while maintaining strict confidentiality and compliance with diocesan policies.
• Evaluate AI-generated content for accuracy, completeness, legal appropriateness, and consistency before distribution.

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Qualifications:

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Must possess the ability to act with discretion and professionalism, and to maintain absolute confidentiality.
• Must be a practicing Catholic, in full communion with the Church.
• Must possess knowledge and understanding of the Catholic Church and its faith tradition.
• Must possess demonstrated proficiency in the effective use of artificial intelligence (AI) and other technology tools to improve accuracy, efficiency, and workflow.
• Ability to clearly and effectively communicate and interact with the many different persons who are in contact with the office, including but not limited to clergy, religious, principals, administrators, and Chancery personnel.
• Must possess proficiency in Microsoft Office applications and document formatting, with the ability to quickly learn new technology platforms.
• Must possess proficient typing skills, exceptional proofreading and editing abilities, and the ability to prepare and revise professional correspondence, legal documents, reports, and policies with accuracy and attention to detail.
• Must possess strong time-management skills and an ability to organize and coordinate multiple concurrent projects/deadlines.
• Bachelor’s degree or equivalent combination of education and experience preferred.
• Experience supporting executive leadership, legal professionals, or nonprofit organizations is highly desirable.
• Ability to deal sensitively, courteously and responsively (via telephone, electronic communications, or in person) when responding to inquiries and in making referrals.
• Maintain up-to-date personal certification for diocesan Safe Environment program.

JOB CONDITIONS / PHYSICAL DEMANDS

(The following are representative of the physical capabilities that must be met by an employee and the working conditions that an employee in this position encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.)

• While performing the duties of this position, the employee is required to sit, stand, kneel, bend, walk, talk, hear, grasp, reach, and perform repetitive motions of the fingers, hands, wrists, and feet.
• Must be able to push, pull, lift, and carry items up to 20 pounds.
• Work is performed in an office setting with periods of high stress.
• Specific vision requirements include close vision, depth perception, and the ability to adjust focus.
• Occasional travel within the Diocese may be required. Therefore, dependable transportation, a valid driver’s license, and proof of automobile insurance are required.
• May be called upon to work beyond the regular work schedule, as directed by the Chancellor.

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How to Apply:

Interested applicants should forward a completed application and current resume to mfontenot@diolaf.org

The application can be found on the Diocese website located at:  https://diolaf.org/employment

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