Cross-Department Administrative Assistant

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

Benefits offered by this job

None

Job summary

The Archdiocese of Chicago is seeking an Administrative Assistant to provide comprehensive support across multiple departments within the Vicar General’s office. This role acts as a flexible resource, ensuring continuity by covering administrative staff during absences and supporting special projects.

Responsibilities include calendar management, preparing correspondence, coordinating meetings, handling confidential information, and assisting with reporting and process improvements.

Qualifications

• Bachelor's degree preferred
• 5+ years in an administrative position or equivalent
• Strong written and verbal communication
• Proficient in Office 365 (Outlook, Word, Excel, Teams)
• Ability to work independently with strong organization and attention to detail
• High integrity and professional judgment
• Catholic faith may be preferred
• Bilingual proficiency is preferred

Responsibilities

• Provide administrative support to multiple departments and leaders as assigned
• Serve as backup for administrative staff during planned and unplanned absences
• Manage calendars, schedule meetings, and coordinate scheduling activities
• Prepare, edit, proofread, and distribute correspondence and reports
• Coordinate meeting logistics, room reservations, materials, and follow-up
• Support special projects, track timelines, and assist with implementation
• Process invoices, purchase requests, and other transactions per policies
• Maintain department records, files, databases, and confidentiality
• Monitor office supplies and coordinate orders
• Respond to inquiries with professional, courteous support
• Compile and maintain information to support reporting and operations
• Collaborate across departments to ensure continuity of services
• Identify opportunities to streamline processes and improve efficiency
• Handle sensitive information with discretion
• Perform other duties as required to support priorities

Job description

The Archdiocese of Chicago is seeking an Administrative Assistant to provide comprehensive support across multiple departments within the Vicar General’s office. This role acts as a flexible resource, ensuring continuity by covering administrative staff during absences and supporting special projects.

Responsibilities include calendar management, preparing correspondence, coordinating meetings, handling confidential information, and assisting with reporting and process improvements.