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

The Archdiocese of Chicago (AOC) is the third largest diocese in the United States and serves more than 2.2 million Catholics. 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’s elementary and secondary schools comprise one of the largest U.S. private school systems.

Position Summary

The Senior Administrative Assistant, Externs, International Priests, and Religious is an administrative professional who reports directly to the Director of the Office for Extern and International Priests. This person provides organizational, secretarial, and administrative support in their multi-faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of their ministries in accordance with Archdiocesan policies and guidelines. Requires broad knowledge of archdiocesan operations and procedures including a demonstrated high level of experience, discretion, confidentiality, diplomacy, and technical skill.

General Duties and Responsibilities

Office Management

• Proactive focus on advancing the ministry of the Office for Extern and International Priests and Office for Religious
• Serve as resource to extern priests and religious communities as requested.
• Provide office reception including answering phone calls promptly and courteously, greet visitors and manage access to specific individuals.
• Maintain the calendars for each director, schedule appointments and send calendar invitations, make travel arrangements as required.
• Schedule, coordinate, and organize high-level meetings, in-person and virtually. Prepare meeting notices, agendas, track attendees, and meeting minutes.
• Create and collect information for meetings and produces documents, reports, and presentations for the directors.
• Prepare correspondence and communicate with individuals, clergy, parishes, departments, and other external organizations.
• Facilitate hospitality for meetings and visitors.
• May assist in the initial creation of agency budgets; review agency monthly financial statements and reconcile corporate card accounts, prepare A/P expense and P-card coding. Place supply orders, procure services, equipment, and services.
• Enter data into AOC personnel systems to maintain current information on priests in their personnel files.
• Provide support to the Events Team and Executive Assistant to the Vicar General as needed.
• Maintain and update all IT and telecommunication needs
• Coordinate with other team members to provide coverage as necessary.

Communication/Information

• Respond appropriately to external inquiries.
• Create and maintain archives of correspondence, including priest files and other records that may contain confidential information.

• Bachelor’s degree or equivalent.
• Minimum of seven (7) years in corporate or non-profit setting; three (3) years proficient experience in Senior Administrative position preferred.
• Advanced proficiency in the use of computers, particularly Microsoft Office Suite (including calendar invites, Word, Excel, Project, and PowerPoint), internet and email.
• Knowledge of administrative procedures including managing files, records, mailing lists, and databases.
• Excellent verbal and written communication skills.
• Spanish and/or Polish oral and written skills a plus.
• Superb professionalism, highly organized self-starter with ability to work effectively and proactively, remaining open to coaching/mentoring; able to prioritize with attention to details and deadlines; ability to interact professionally with clergy and laity of the Archdiocese, Catholic community, and the public; pleasant demeanor and excellent judgment with sense of discretion, confidentiality, and diplomacy.