Senior Administrative Assistant Dioceses of Galway, Kilmacduagh and Kilfenora, and Clonfert Position Summary RoleTitle Senior Administrative Assistant Employer Dioceses of Galway, Kilmacduagh and Kilfenora, and Clonfert ContractType Full-time WorkingHours Standard office hours, with occasional flexibility Location The position is based at the Diocesan Office at Galway Cathedral, though at times duties may require attendance at other Diocesan Office locations. ReportsTo Moderator of the Curia AdditionalRequirements Leadership in administration; support fordiocesan events; occasional evening/weekend duties Post Details This is a full-time senior administrative role based primarily in the Diocesan Offices, Galway City. The Senior Administrative Assistant will play a central role in supporting the Bishop, the Vicars General, Diocesan Secretary, clergy, and diocesan structures. The position requires a highly organised, proactive, and experienced administrator capable of managing complex workflows, coordinating diocesan events, and ensuring the smooth functioning of the diocesan offices. The role demands excellent judgement, discretion and the ability to work collaboratively with clergy, staff, volunteers, and external partners. A commitment to the Mission Statement and values of the Diocesan Curia is essential, as is a willingness to enter a confidentiality agreement. Overall Purpose To support and coordinate the administrative operations of the diocesan offices, providing high-level support to the Bishop and Diocesan Secretary, ensuring effective communication, efficient office management, and the successful delivery of diocesan events, projects, and pastoral initiatives. Key Responsibilities1. Senior Support to the Bishop and Diocesan Secretary Draft, edit, and issue official diocesan communications, policy documents, circulars, directories, and correspondence. Manage and update the diocesan website, ensuring accuracy, clarity, and timely publication of notices, updates, and pastoral resources. In conjunction with the Records Office, ensure the regular updating of diocesan databases, including clergy records, parish contacts, committees, and external partners. Support the Events Office in planning and execution of major diocesan events such as ordinations, jubilees, clergy gatherings, conferences, and diocesan celebrations, including: Invitations, RSVP management, attendee lists, and seating plans. Venue booking, catering, liturgical booklets, signage, and programme preparation. On-site coordination, volunteer oversight, and logistical support. Manage the schedules of the Bishop and Diocesan Secretary, ensuring timely preparation of briefing notes, documentation, and follow-up actions. Support the preparation of diocesan reports, annual summaries, and annual statistical returns. Coordinate travel arrangements, accommodation, and itineraries for diocesan representatives. 2. Office Leadership and Administration Serve as the senior point of contact for visitors, phone enquiries (for our three Diocesan Office sites), and email communications, ensuring a professional and pastoral response. Oversee the redirection of enquiries, complaints, and requests to appropriate diocesan staff or departments. Manage the scheduling of meetings and events within the diocesan offices, including: Meeting room calendars. Equipment coordination (projectors, laptops, audio systems). Catering and hospitality arrangements. Oversee incoming and outgoing mail, ensuring efficient distribution and dispatch. Manage procurement and stock control of office supplies, stationery, liturgical materials, and hospitality items. Ensure the office environment is well-maintained, organised, and welcoming. Oversee office equipment maintenance and liaise with service providers. Support basic financial administration such as processing invoices, receipts, and petty cash (if assigned). Maintain and update office policies, procedures, and administrative guidelines. 3. Communication and Records Management Draft, format, and distribute internal and external communications, including newsletters, announcements, parish updates, and diocesan notices. Maintain diocesan records with accuracy, confidentiality, and GDPR compliance. Develop and maintain digital and physical filing systems. Assist with the creation of communication materials such as posters, brochures, and event resources. Monitor diocesan email inboxes and ensure timely responses or redirection. Support the preparation of content for diocesan publications and pastoral resources. 4. Event and Project Coordination Provide support in organising diocesan events such as seminars, retreats, clergy conferences, safeguarding training, and pastoral gatherings. Manage logistics including venue booking, attendee materials, registration lists, and coordination with external vendors. Support diocesan committees, councils, and working groups with documentation, scheduling, and communication. Assist with project-based work such as synodal initiatives, pastoral planning, safeguarding audits, and diocesan publications. Contribute to the development and implementation of new administrative systems and improvements. Skills and Qualifications Competence in both spoken and written Irish will be considered beneficial. Minimum 35 years experience in a senior administrative or clerical role, preferably in a non-profit, diocesan, or similar setting. High proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint). Strong organisational and project management skills with the ability to prioritise and manage multiple tasks. Excellent verbal and written communication skills. Ability to maintain discretion, confidentiality, and professionalism. Experience with financial processes or bookkeeping is an advantage. Experience with website content management systems is desirable. Ability to work with clergy, staff, volunteers, and the public in a pastoral and respectful manner. Strong problem-solving skills and the ability to work under pressure. Personal Attributes Professional, approachable, and service-oriented demeanour. An ability to uphold a warm and genuine welcome for all who visit or engage with the offices, contributing positively to the overall culture of hospitality. Commitment to the values and mission of the dioceses and the diocesan office mission statement. Strong attention to detail and a high degree of accuracy. Adaptable and able to work independently and as part of a team. Calm under pressure, with the ability to manage competing deadlines. Discreet, trustworthy, and respectful of sensitive information. Positive attitude and willingness to support the wider diocesan mission. A sense of initiative and a proactive approach to problem-solving. Working Conditions This is a full-time position basedat the Diocesan Office at Galway Cathedral, though at times duties may require attendance at other Diocesan Office locations. Flexibility may be required for occasional evening or weekend events, particularly during major diocesan celebrations, pastoral gatherings, or clergy meetings. How to Apply Applicants are invited to submit to A curriculum vitae A 200-word personal statement outlining why you believe you are the most suitable candidate for this role, highlighting your experience, motivation, and understanding of the diocesan mission 2 References Applications should be submitted by31st January 2026.