Executive Assistant & Administration Manager, Preplanning

Department: Sales Administration

Status: Exempt, Full Time 

POSITION SUMMARY

Under general direction, performs diverse administrative and secretarial duties in support of the Directors of Preplanning. The position provides operational and administrative leadership in support of the Preplanning Department, ensuring efficient coordination of departmental processes, workflows, and administrative functions.

ESSENTIAL FUNCTIONS

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

• Composes correspondence, memos and craft sales administration processes & procedures to streamline department productivity
• Collaborate with the Preplanning Managers and Preplanning Counselors to provide administrative support for preplanning initiatives & campaigns
• Monitor preplanning performance metrics and prepare reports for executive management
• Facilitate procedural training for preplanning department new hire training
• Stay updated on industry trends and best practices to recommend improvements and optimizations
• Assists in coordinating with management to ensure timeliness of the timecard/ timekeeping process
• Process invoices, expense reports, check requests
• Orders, maintains office supplies
• Coordinates various meetings, workshops, and other activities and events
• Assists with special projects as assigned
• Assist with customer service inquiries and elevate to appropriate departments as necessary
• Assist in evaluating administrative workflows and recommend staffing or process improvements
• Provide guidance, coaching, and performance feedback to administrative team members
• Coordinate and conduct regular administrative meetings and training
• Communicate all information related to administrative functions to the Director of Preplanning
• Develop & update Standard Operating Procedures (SOP) surrounding administrative support functions as they relate to cemetery & mortuary preplanning functions
• Maintains a digital repository for all documents, SOPs, policies & procedures and preplanning production tracking forms
• Serve as the primary administrative liaison between the Preplanning Department and internal departments including Finance, HR, Marketing, and Operation
• Maintain oversight of administrative workflows to ensure accuracy, consistency, and efficiency in departmental operations
• Assist leadership with tracking sales activity, commission documentation, and bonus approval workflows
• Prepare and distribute recurring performance summaries, dashboards, and operational updates for management review
• Ensure proper documentation and processing of preplanning agreements, paperwork, and related administrative requirements
• Ensure administrative procedures comply with company policies, regulatory requirements, and cemetery and mortuary preplanning standards
• Audit administrative records and documentation to maintain accuracy and completeness
• Maintain and support internal systems used by the preplanning team (CRM, reporting systems, internal databases)
• Identify opportunities to improve system usage, documentation, and reporting accuracy
• Provide operational insights and administrative recommendations to the Directors of Preplanning

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community preferred
• Minimum 5 years of related administrative experience

Knowledge of:

• Archdiocesan and Church policies, procedures, and organization
• English usage, grammar, spelling, and Spanish bilingual a plus
• Basic bookkeeping and record keeping methods and procedures
• Required: Intermediate to advanced MS Office w/ Outlook, Excel, Word and Power Point

Ability to:

• Maintain a high level of confidentiality
• Work independently and responsibly with little or no supervision
• Develop and maintain effective working relationships with all staff and outside vendors
• Use technology resources and possess typing, computer and spreadsheet skills sufficient to meet needs of job
• Communicate effectively in written and oral form

• Position involves sitting, standing and/or walking for sustained periods of time
• Intermittent bending, stooping, walking, kneeling, and crouching
• Sustain frequent movement of the fingers, wrists, hands, and arms
• Occasionally lift up to 20 pounds
• Filling and retrieving documents from 4-drawers-cabinets 5 feet Must reach above shoulder for 2 drawers or crouch to reach lower drawers
• Some travel may be required related to the position

$70,304 - $83,610