Floating 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, 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 on Blue Ribbon Awards.

The Administrative Assistant provides comprehensive administrative and operational support across multiple departments within the Vicar General’s office/s. This role serves as a flexible resource, ensuring continuity of business operations by providing coverage for administrative staff during absences, supporting departmental initiatives, and assisting with special projects as assigned.

The Administrative Assistant collaborates with leaders and team members across various functional areas to coordinate activities, prepare correspondence and reports, organize meetings and events, maintain records, and support day-to-day administrative needs. The position requires strong organizational skills, adaptability, attention to detail, discretion in handling confidential information, and the ability to effectively prioritize competing demands within departments.

As a shared team member, the Administrative Assistant plays a key role in delivering consistent, high-quality administrative support while contributing to departmental efficiency, project execution, and overall mission of the Archdiocese of Chicago.

General Duties And Responsibilities

• Provide administrative support to multiple departments and leaders as assigned
• Serve as backup support for administrative staff during planned and unplanned absences.
• Manage calendars, schedule meetings, and coordinate scheduling activities as needed
• Prepare, edit, proofread, and distribute correspondence, reports, meeting materials, and other administrative communications
• Coordinate meeting logistics, including scheduling, materials preparation, room reservations, and follow-up action items
• Support special projects and strategic initiatives by tracking timelines, coordinating resources, and assisting with implementation activities
• Process invoices, purchase requests, expense reports, and other administrative transactions in accordance with organizational policies
• Maintain department records, files, databases, and documentation, ensuring accuracy and confidentiality
• Monitor and maintain office supply inventories and coordinate orders as needed.
• Respond to inquiries from internal and external stakeholders, providing professional, courteous, and timely support
• Compile, track, and maintain information to support reporting, program activities, and departmental operations
• Collaborate across departments to support operational needs and ensure continuity of services
• Identify opportunities to streamline administrative processes and improve efficiency
• Handle sensitive and confidential information with discretion and professionalism
• Perform other duties and special assignments as required to support organizational priorities

Requirements And Preferences

• Education preferred: Bachelors’ degree with coursework relevant to position preferred
• 5+ years proficient experience in administrative position or equivalent combination of formal education and related work experience
• Ability to communicate clearly and professionally, both verbally and in writing
• Skills required: Proficient knowledge of Office 365 including Outlook, Word, Excel, Teams
• Highly organized self-starter with ability to work independently, prioritize time and tasks with strong attention to detail and deadlines
• Strong, professional interpersonal skills with the ability to build confidence and trust with a wide range of internal and external contacts
• Demonstrate high integrity and ethics in all job responsibilities, with maturity and excellent judgment
• Must demonstrate understanding, respect, and support for Catholic Church teaching, mission, and values
• Hiring preference will be given to candidates who are Catholic
• Bilingual proficiency is preferred.
• Availability to work additional hours as needed

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 an hourly of $22.94 - $28.10. An employee’s pay within the hourly range will be based on many factors including but not limited to relevant education, qualification, experience, skills, geographic local, and organizational needs.