Administrative Assistant

Archchicago; Chicago (IL); On-site; USD 32,000 - 39,000; Full time

Job summary

The Archdiocese of Chicago is seeking an Administrative Assistant to the Chancellor to provide multi-faceted support, manage confidential information, and drive projects. You will prepare correspondence, maintain files, and coordinate communications across departments in a not-for-profit faith-based setting.

Qualifications include at least 3 years of related office experience, college-level coursework, proficiency with MS Word, Excel, Access, and SharePoint, and a commitment to Catholic mission.

Qualifications

• Education preferred: Some college.
• Minimum 3 years related office experience.
• 5 years direct secretarial experience in fast-paced env.
• Proficiency with Word, Access and Excel; Adobe and OneNote; SharePoint.
• Strong communication and collaboration abilities.

Responsibilities

• Prepares correspondence and reports using word processing, database, and spreadsheet software.
• Develops and maintains relationships at all organization levels.
• Maintains confidentiality and uses discretion for the Chancellor’s activities.
• Uses PC graphic software to prepare notices and postings.
• Maintains Chancellor’s files in orderly fashion; archives as needed.
• Prepares mailings and other projects; supports various assignments.
• May undertake additional duties aligned with duties of an Administrative Assistant.
• Other duties may be assigned.

Skills

Initiative-taking

Interpersonal skills

Communication skills

Collaboration

Detail orientation

Problem-solving

Documentation

Integrity

Education

Some college

Tools

Microsoft Word

Access

Excel

Adobe

MS OneNote

SharePoint

Job description

The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese also has one of the country's largest seminaries. The Archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.

This role’s main focus is to provide multi-faceted administrative support and assistance to the Chancellor. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

General Duties And Responsibilities

• Prepares correspondence and reports using various word processing, database, and spreadsheet software on the work computer.
• Develops and maintains positive and strategic relationships at all levels of the organization.
• Uses discretion, good judgment, and knowledge of the organization to facilitate the Chancellor’s activities and maintain confidentiality.
• Use PC graphic software to prepare special notices and postings.
• Maintains the Chancelor’s files in an orderly and timely fashion. Purges files and sends them to Archives annually.
• Prepares special mailings and other projects as needed.
• May be given various other assignments and projects consistent with the responsibility level and general duties of an Administrative Assistant.
• Other duties may be assigned.

Requirements And Preferences

• Education preferred: Some college
• Experience required: Minimum of 3 years related office experience or equivalent combination of formal education and related work experience
• Experience preferred: 5 years of direct secretarial experience in a fast-paced environment
• Skills required: Basic knowledge of Microsoft Word, Access, and Excel, command of Adobe and MS One Note, SharePoint
• Initiative-taking-ability to assume independence and suggest opportunities for continual improvement.
• Strong interpersonal skills- the ability to build confidence and trust with a wide range of internal customers
• Effective communication skills
• Ability to work in a collaborative, cross-functional environment
• Strong detail orientation and willingness to engage in detail as necessary.
• Ability to demonstrate problem-solving skills.
• Documentation and organization skills.
• Demonstrate high integrity and ethics in all job responsibilities.
• Affinity for mission-driven, not-for-profit organizations and a commitment to serving the Catholic Church in the Chicago area. Must demonstrate understanding, respect, and support for Catholic Church teaching, mission, and values. Hiring preference will be given to candidates who are Catholic.
• Skills preferred: Advanced applications of Microsoft Office Suite, bookkeeping.
• Other required: Availability to work overtime as needed. That is, be present for events offsite, some weekends

The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.

This position has a hourly range of $22.94 - $28.10. An employee’s pay within the range will be based on many factors including but not limited to relevant education, qualifications, experience, skills, geographic location, and organizational needs.