Executive Assistant / Manager of Administrative Support at Franciscan Ministries

Lemont, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Apr, 26

Salary

70000.0

Posted On

14 Jan, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Administrative Support, Organizational Skills, Leadership Ability, Communication Skills, Interpersonal Skills, Confidentiality, Event Coordination, Budget Management, Office Management, Technology Proficiency, Typing Skills, Research Skills, Supervisory Experience, Timekeeping Management, Document Management

Industry

Hospitals and Health Care

Description

Overview Position Summary The Executive Assistant / Manager of Administrative Support provides high-level executive and administrative support while coordinating and managing the workflow of administrative support staff. This role supports the General Minister, General Council, and Franciscan Sisters Administration and requires the ability to work independently with minimal to no supervision. The successful candidate will demonstrate exceptional organizational skills, discretion, leadership ability, and a service-oriented mindset. Key Responsibilities Executive & Administrative Support Provide comprehensive administrative support to the General Minister. Assist with preparation of Board and Council materials, including capturing and documenting meeting minutes. Organize meetings and conference calls; prepare agendas and supporting materials as needed. Maintain administrative calendars, office correspondence, documentation, confidential Board records, archives, and minutes. Support FSC Corporate and Institute meetings, ensuring documents are accurately recorded, maintained, and accessible. Office & Building Management Serve as Office Manager for the FSC Administration Building. Maintain budgetary figures for office supplies; anticipate and project financial needs. Assist the General Minister, General Treasurer, and IT with office equipment, technology purchases, and special projects. Manage building safety and security, including staff access cards, audits, and urgent deactivation upon termination. Protect and secure FSC confidential information and archives; ensure support staff follow proper practices. Support Gift Shop inventory management and offsite supply tracking. Maintain reservations for the House of Prayer. Coordination Coordinate, organize, and oversee FSC Sister events, including retreats, jubilees, masses, funerals, anniversaries, feast days, holiday services, and General Minister celebrations. Coordinate all aspects of events, including: Date verification and special requests Communications (emails, invitations, thank-you notes) Information gathering and distribution Documentation updates Ordering supplies (invitations, décor, flowers, food, gifts, programs) Event setup coordination Guest room reservations Creation of booklets, notifications, and music handouts Coordinate travel and conference arrangements for all FSC Sisters. Supervisory & Leadership Duties Act as liaison between the General Minister and volunteers or contracted personnel. Oversee Administration Building support staff, ensuring accountability and policy adherence. Assess daily workflows to ensure priorities are aligned and outcomes achieved efficiently. Identify and address performance or efficiency issues; implement appropriate resolutions. Provide regular feedback and conduct annual performance evaluations. Manage staff timekeeping in relation to payroll. Qualifications & Skills Required High school diploma or equivalent Minimum of five (5) years of experience as an Executive Assistant At least one (1) year of supervisory experience Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and other common software applications Strong internet research skills Accurate typing speed of at least 75 words per minute Excellent written and verbal communication skills Strong interpersonal skills with the ability to communicate effectively at all organizational levels Ability to maintain strict confidentiality due to sensitive information Ability to read, write, and speak English Ability to work independently with minimal supervision Preferred Associate degree in Business Administration or related field Hours: Onsite - Monday through Friday 8:00am to 4:30pm Location: Lemont, Il DFWP/EOE/e-verify Are you ready to write the next chapter of YOUR story? Please apply today! #LivingJoyfully Min USD $65,000.00/Yr. Max USD $70,000.00/Yr.

Responsibilities

The Executive Assistant / Manager of Administrative Support provides high-level executive and administrative support while managing the workflow of administrative support staff. Key responsibilities include organizing meetings, maintaining administrative records, and overseeing office management tasks.