Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

Opportunities at Archbishop Quigley Center / Cardinal Meyer Center / Other Pastoral Center Departments

Posted 8/8/2019

Job Title:

Executive Assistant

Department:

Office of the Vicar General

Location:

Archbishop Quigley Center
835 N. Rush St.
Chicago, IL 60611-2030

Hours:

Full time

Description:

The Archdiocese of Chicago is the third largest diocese in the United States and serves more than 2.2 million Catholics in The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees across its 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 elementary and secondary schools comprise one of the largest U.S. private school systems.

Position Summary:

The Executive Assistant to the Vicar General is an administrative professional who reports directly to the Vicar General. This person assists the Vicar General, Auxiliary Bishops and Deans and agencies of the Vicar General by providing organizational and administrative support in his multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of his ministry in accordance with Archdiocesan policies and guidelines. Requires broad knowledge of department operations and procedures, and a high level of experience, discretion and technical skill.

General Duties and Responsibilities:

 Office Management

  • Proactive focus on advancing the ministry of the Vicar General
  • Serve as resource to Vicariate staff as requested
  • Provide office reception duties including answering telephone calls promptly and courteously, greet visitors and determine access to specific individuals
  • Maintains director’s daily appointment calendar; schedules appointments, makes travel arrangements as required. Serves as gatekeeper to Vicar General.
  • Develop a clear understanding of the activities of the Vicar General and prepare correspondence and communicate with individuals, clergy, parishes, agencies and external bodies
  • Facilitate hospitality for meetings and visitors
  • Provide materials needed for appointments, events, and liturgies
  • May assist in creation of the draft of the budget. Handles department’s special accounts. Reviews department’s monthly financial statements. Places orders, pays bills and reconciles corporate card accounts. Procures supplies, equipment and services.
  • Coordinates as a team member with the COO’s assistant and works together to provide coverage as necessary.

Communication/Information

  • Respond appropriately to external inquiries
  • Prepare and edit high level correspondence, documents and presentations; collecting, analyzing, and reporting information
  • Manage correspondence using judgment in proactively acting to optimize the Vicar General’s communication responsibilities
  • Creates and maintains archives of decisions and correspondence, including priest files and other records which may contain confidential information.
  • Assembles information and alerts appropriate people upon the death of a priest.
  • Attend staff meetings and other meetings related to responsibilities

General

  • Regular attention to continuing education in areas of responsibility
  • Maturity and good judgment as Vicar General’s representative

Requirements:

Education Required:              

Bachelors degree, or equivalent experience

Education Preferred:                               

Bachelors degree

Experience Required:            

Minimum of five years in an administrative support role; three years proficient Archdiocesan experience in administrative position preferred.

Skills Required:                      

Must be familiar with the roles of priests and types of priests. Strong familiarity with the structure of the Archdiocese. Proficiency in the use of computers, particularly Microsoft Office Suite, Internet and email. Knowledge of administrative procedures including managing files, records, mailing list and databases. Project Management and publication design skills. Excellent verbal and written communication skills.

Other Required:                     

Highly organized self-starter with ability to work effectively and proactively without close supervision and able to prioritize with attention to details and deadlines. Knowledge of Catholic faith, hierarchy and protocol. Understands and supports mission and purpose of the Church. Knowledgeable of Archdiocesan policies and guidelines. Ability to interact professionally with clergy and laity of the Archdiocese, the Catholic community and the public. Pleasant demeanor and excellent judgment with sense of discretion and confidentiality. Hiring preference will be given to practicing Catholics.

The Archdiocese of Chicago is in the midst of exciting changes as we renew our local Church. With a variety of opportunities to contribute your professional talents and experience, we invite you to consider any of our current openings at archchicago.org/careers. We offer competitive salary and benefit packages, as well as opportunities for professional and personal growth and development.

If you are interested in being considered for this opening, please visit the list of open positions on AppliTrack. Please complete a letter of interest, a profile, or submit your resume.

Thank you for your interest in the Archdiocese of Chicago.

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