Executive Administrative Assistant and Event Coordinator

Job Title: Executive Administrative Assistant & Event Coordinator

Reports to: Executive Director, Catholic Foundation for the Diocese of Scranton [E.D.]
Diocesan Secretary for Development, Diocese of Scranton [Secretary]

Purpose of Position
The Executive Administrative Assistant & Event Coordinator provides essential administrative, operational, and event support to both the Diocesan Office of Development (Secretary for Development) and the Catholic Foundation for the Diocese of Scranton (Executive Director). This blended role ensures the efficient coordination of development activities, donor relations, and fundraising events in service of the missions of the Diocese of Scranton and the Catholic Foundation for the Diocese of Scranton.

The position combines high-level executive support with hands-on event planning and coordination responsibilities, serving as a key link among the Executive Director of the Foundation, the Diocesan Secretary for Development, donors, clergy, parishes, and external partners. The individual in this role upholds the highest standards of professionalism, accuracy, and discretion while embodying the values and mission of the Catholic Church.

Key Responsibilities
Executive & Administrative Support

• Manage and maintain the calendars, appointments, and travel arrangements (when necessary) for both the E.D. and the Secretary.
• Provide comprehensive administrative support to the E.D. and Secretary, ensuring effective coordination of priorities between the Foundation and the Diocese.
• Prepare, edit, and format high-level and confidential correspondence, reports, and presentations.
• Support the scheduling, logistics, and documentation of Board, Committee, and Development meetings, including preparing agendas, recording minutes, and tracking follow-up actions.
• Assist with the preparation of purchase orders, reimbursements, and credit card reconciliations.
• Maintain organized records, including office files, personnel documents, and financial materials for the Foundation and the Office of Development.
• Provide reception support as needed, contributing to a hospitable and professional office environment.

Gift Processing & Donor Data Management

For the Catholic Foundation:

• Coordinate with external partner, Scranton Area Community Foundation (SAFDN), to process all donations received through check, credit card, direct deposit, or stock transfer, assigning appropriate donor and gift codes within the Foundant database.
• Collaborate with SAFDN to ensure timely reconciliation of donations and production of monthly gift reports.
• Oversee matching gift processing, donor acknowledgments, and tax receipts.
• Maintain the accuracy and integrity of constituent records; update donor profiles and giving histories regularly.
• Generate queries, exports, and reports to support development initiatives, mailings, and stewardship efforts.

For the Diocesan Development Office:

• In coordination with Diocesan Development Operations and the Gift Processing Team, assist in the timely completion and coordination of donor acknowledgement letters,
• Assist Gift Processing Staff, as needed, with accuracy and integrity of constituent records in DonorPerfect

Event Planning & Coordination

• Plan, coordinate, and execute Foundation and Diocesan Development events including fundraising dinners, donor receptions, parish stewardship gatherings, and community celebrations.
• Work with the E.D. and Secretary to design event concepts that reflect the mission and spirit of the Diocese.
• With input from E.D. and Secretary, manage all event logistics — venue selection, contracts, catering, equipment rentals, signage, décor, registration, volunteer coordination, and day-of event oversight.
• Collaborate with vendors, parishes, and partners to ensure seamless event operations and a hospitable experience for guests.
• Coordinate pre- and post-event communications, including invitations, mailings, RSVP tracking, acknowledgments, and follow-up reports.
• Maintain an event calendar for the Diocese and Foundation, ensuring alignment and avoiding scheduling conflicts.
• Assist with event-related budgets, invoices, and reconciliation.
• Support marketing efforts for events, including developing collateral materials, writing promotional content, and coordinating with internal and external communication teams.

Donor Stewardship & Relationship Support

• Assist the E.D. and Secretary in maintaining relationships with current and prospective donors through calls, meetings, and personalized correspondence.
• Prepare donor research materials and briefing documents in partnership with the Foundation’s research firm.
• Track donor engagement and assist with follow-up to ensure consistent, mission-driven stewardship.
• Support the coordination of donor recognition programs and initiatives.

Marketing, Communications & Outreach

• Partner with SAFDN and Diocesan Communication staff to implement integrated marketing strategies using print, email, and social media.
• Update and maintain website content and digital outreach materials as directed by E.D. and Secretary.
• Assist in the creation and distribution of newsletters, reports, and other public-facing materials that promote development initiatives.
• Maintain the diocesan events calendar related to development and stewardship.

Qualifications

EducationHigh school diploma required; Associate’s or Bachelor’s degree preferred (Business Administration, Communications, Event Management, or related field).

Experience

• Minimum of three years of administrative or event coordination experience, preferably in a nonprofit or church environment.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with Adobe Creative Suite and/or Canva a plus.
• Experience with donor databases, preferably DonorPerfect and Foundant.
• Familiarity with fundraising events, gift processing, or development operations preferred.

Skills & Abilities

• Exceptional organizational skills with the ability to manage multiple projects simultaneously.
• Strong written, verbal, and interpersonal communication abilities.
• Proven ability to plan and execute events from concept through completion.
• High attention to detail and accuracy in data management.
• Ability to handle confidential information with discretion and professionalism.
• Collaborative spirit and flexibility to adapt to dynamic needs of the Foundation and Diocese.
• Positive, mission-driven attitude with professional presence and hospitality.
• Willingness to work evenings and weekends for special events and donor activities.

Working Conditions
This is a full-time, on-site position located at the Diocese of Scranton Chancery. The position requires some evening and weekend hours for special events, donor engagement, and diocesan celebrations. The role involves interaction with clergy, parish representatives, donors, and external partners.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person