Office and Meeting Coordinator

Bellarmine Jesuit Retreat House; Barrington (IL); Sur place; USD 45 000 - 60 000; Plein temps

Avantages offerts par ce poste

80 acres of sacred grounds

403(b) retirement plan with company  &

Medical, dental and vision insurance

Life insurance and long-term disabled

Free lunch most workdays

11 paid holidays

Generous vacation and personal time

Résumé du poste

Bellarmine Jesuit Retreat House in Barrington, IL is seeking an Office & Meeting Coordinator to provide administrative support to the Executive Director and leadership team. The role welcomes retreatants and guests, handles calendars, meeting minutes, reports, and database records, and helps keep our operations running smoothly in a busy, mission-driven environment.

The ideal candidate will be detail-oriented, discreet, and skilled at communication, with proficiency in Microsoft Office and

Qualifications

• Relevant administrative or office experience required.
• Bachelor’s degree preferred; strong organizational skills.
• Excellent written and verbal communication with a professional demeanor.
• Ability to manage multiple priorities and maintain confidentiality.
• Proficiency with Microsoft Office and Google Workspace.
• Fluent English; Spanish helpful.

Responsabilités

• Greet retreatants, guests and visitors warmly and professionally.
• Answer phones and manage correspondence.
• Attend weekly team meetings and capture meeting minutes.
• Create/update database records and generate reports.
• Schedule and coordinate meetings for the Executive Director and leadership team.
• Support Board communications and event coordination.
• Manage multiple deadline-driven projects and prioritize tasks.
• Work in person Monday–Friday in Barrington, IL (~40 hours/week).

Connaissances

Communication skills

Attention to detail

Multitasking

Discretion & confidentiality

Positive attitude

Customer service orientation

Fluent English

Formation

Bachelor's degree preferred

Outils

Microsoft Office

Google Workspace

Description du poste

Office & Meeting Coordinator

Bellarmine Jesuit Retreat House is a place where people come to step away from the noise and demands of everyday life, make space for prayer and reflection, and deepen their relationship with God. Rooted in the Catholic and Jesuit tradition and the Spiritual Exercises of St. Ignatius of Loyola, we welcome people of all backgrounds who are seeking a quiet, sacred place to reflect, pray and discern what matters most in their lives.

Experience with a retreat is a plus. Ideally, you will have some personal familiarity with the experience of stepping away from everyday life for prayer, reflection or discernment. This helps you understand the environment we create for our retreatants and the mission you will be helping to support.

About the Person We're Seeking

Bellarmine is seeking a welcoming, highly organized administrative professional who will help our mission-driven team do its work well. This person will be a key source of administrative support for the Executive Director and other members of the leadership team, while also serving as an important point of welcome for retreatants, guests and visitors.

This is a busy, highly varied role in an active office environment. Priorities can change quickly. The successful candidate will be someone who can move comfortably between planned work and unexpected needs, stay calm when several things require attention at once, make good decisions about what needs to happen first, and bring energy and initiative to the day.

The ideal candidate is a detail-oriented self-starter with strong communication skills, good judgment and a proactive, service-oriented approach. This person will help keep the many details behind the scenes organized so that our team can focus on serving the people who come to Bellarmine.

What You Will Do

• Communicate with people across generations and backgrounds by phone, in writing and in person
• Answer phones and warmly greet retreatants, guests and visitors
• Attend weekly team meetings and capture and distribute meeting minutes
• Create and update database records and generate reports
• Schedule and coordinate meetings and calendars for the Executive Director and other members of the leadership team
• Support communications and events for the Board of Directors. Committees meet more than 30 times a year.
• Manage and organize multiple deadline-driven projects simultaneously
• Prioritize and reprioritize work as circumstances change, while keeping important deadlines and commitments on track
• Exercise good judgment and maintain discretion and confidentiality
• Manage Bellarmine’s Resource Center, including ordering books and prayer resources
• Plan periodic staff outings, celebrations and meetings
• Purchase office supplies and help maintain office equipment
• Provide administrative support to the Executive Director, Director of Operations and other members of the team as needed
• Run occasional errands
• Work in person Monday through Friday in Barrington, IL, approximately 40 hours per week

What You Need

• Relevant administrative or office experience; a bachelor's degree is preferred
• A genuine interest in supporting Bellarmine’s mission and creating a welcoming environment for people seeking prayer, reflection and a deeper relationship with God
• Respect for Bellarmine’s Catholic and Jesuit identity and openness to learning more about the Ignatian tradition
• Experience participating in a retreat, spiritual direction, contemplative practice or another faith-based or spiritual setting is preferred
• An appreciation for Ignatian spirituality and the Jesuit approach to prayer, reflection and discernment is a plus
• Strong attention to detail and excellent communication skills, both verbal and written
• Strong proofreading skills, with an eye for grammar, typos and other errors
• Ability to manage multiple priorities, adapt to changing circumstances and use good judgment about what needs attention first
• Ability to work with energy, initiative and a positive attitude in a busy, people-oriented environment
• A welcoming, can-do and service-oriented demeanor
• Ability to communicate comfortably and respectfully with people of diverse backgrounds and perspectives
• Fluent English; Spanish language skills are helpful
• Proficiency with Microsoft Office and Google Workspace, including Word, Excel, PowerPoint, Google Docs, Google Sheets and Gmail
• Ability to lift up to 50 pounds of office supplies, books and paper
• A valid driver’s license
• Availability to work in person Monday through Friday

Benefits

• Working full-time at Bellarmine, this position includes:
• The opportunity to work on 80 acres of beautiful sacred grounds in Barrington, Illinois, with a mission-driven team
• 403(b) retirement plan with company match
• Medical, dental and vision insurance
• Life insurance and long-term disability coverage
• Free lunch most workdays
• 11 paid holidays
• Generous vacation and personal time