Archdiocese of Chicago

Human Resources
:: Employment and Service Opportunities

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

Posted 6/8/2018

Job Title:

Senior Administrative Assistant


Stewardship and Development


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


Full time


Be part of our mission. The Archdiocese of Chicago (“the Archdiocese”), the third largest Catholic Archdiocese in the United States, serves more than 2.2 million Catholics in 344 parishes in Cook and Lake Counties. The Archdiocese's 217 elementary and secondary schools comprise the largest U.S. private school system, and have garnered more U.S. Department of Education Blue Ribbon Awards than any system of any type. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees.

The Administrative Assistant is a member of the Stewardship and Development team and is responsible for providing assistance and support of an administrative, clerical and technical nature to the office. While primarily supporting the Chief Development Officer and the Senior Director, Finance, Operations and Administration, the Senior Administrative Assistant is also responsible for assisting the department as a whole.

Duties and Responsibilities

Denotes essential functions of this position, in conjunction with the Americans with Disabilities Act.

  • Assist with scheduling, organization, coordination and logistics of internal and external meetings and events. Reserve meeting rooms, order refreshments, contact participants to confirm attendance, print agendas and handouts, take minutes and other duties as assigned.

  • Excellent customer service-serve as contact for donor phone calls, by resolving and answering inquiries relating to accounts promptly and courteously.

  • Draft, edit, proof read, format, mail-merge and send letters as necessary.

  • Send, receive, sort and distribute mail.

  • Receive, track, and send checks to be deposited through our gift processor.

  • Edit and proofread publications and documents.

  • Collaborate with the Finance Department regarding monthly audits and reconciliations for multiple accounts. Monitor operational budgets as directed by the Senior Director

  • Assist with contacting benefactors when problems arise related to gift payments and processing.

  • Serve as a point of contact for parish inquires related to Stewardship and Development.

  •  Manage the Archdiocesan Second Collections.

  • Interact with and act as a point person for a number of outside vendors.

  • Complete monthly spending and reimbursement reports for the Chief Development Officer.

  •  Receive, handle or transfer phone calls and messages promptly and courteously.

  •  Receive, handle or refer email inquiries promptly and courteously.

  •  Organize and file office documents regularly.

  •  Maintain and manage the electronic shared drives.

  •  Handle, process, and track check requests for the office. Order supplies for the department as needed based on budget availability.

  • Attend required meetings and participate as needed.

  • Maintain a thorough understanding of the mission, goals, and priorities of the office.

  • Work, in concert with archdiocesan colleagues and consultants, to update and maintain a confidential database including individuals, corporations, foundations, vendors and media contacts.

  • Collaborate with other archdiocesan colleagues and offices

  • Collaborate with other staff members of the office to create and maintain a system-wide integration of data.

  • Be able to professionally communicate verbally and in writing with internal and external constituencies in English and Spanish.


Job Specifications

Bachelor’s degree from an accredited institution of higher education. Professional work as an Administrative Assistant.

Excellent technical computer skills in Microsoft Office with an advanced competency in Microsoft Excel and multiple types of databases such as Access and Raiser’s Edge.

High speed (90 wpm or faster) 10 touch typing.

Clear and legible hand writing in English and Spanish.

Excellent oral and written communication skills in English and Spanish.

Strong planning and organizational skills.

Proactive approach to getting the job done; positive attitude and willingness to pitch in and help all areas.

Experience with the creation of social media campaigns and website management.

Skills Preferred:

Personal Traits: Strong work ethic, enthusiasm and confidence.
An empathy with the ethos of the Catholic Church.

Affinity with the overall mission of the Archdiocese of Chicago.



The Archdiocese of Chicago offers an attractive salary and comprehensive benefit package including medical, dental, vision and 403(b) retirement plan.  In addition, we offer paid vacation, holiday, sick and personal time.

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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