The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake county, a geographic area of 1,411 square miles. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and 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 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.
The Sr. Administrative Assistant to the Head of Human Resources provides direct administrative support and ensures the professional and efficient operation of the HR Department. This role provides administrative support, calendar and communication management, event coordination, project implementation, and data analytics. The Sr Administrative Assistant must be self-motivated, highly professional yet approachable, and demonstrate both sound judgment and exceptional discretion. The ideal candidate is a mission-driven professional who thrives in a fast-paced, faith-based environment and is committed to service, collaboration, and excellence. The Sr Administrative Assistant at times may serve as a liaison between the Head of Human and internal/external stakeholders, requiring professionalism, diplomacy, excellent judgment, confidentiality, and well-developed communication skills.
General Duties and Responsibilities
- Manage incoming/outgoing calls, mail, email, voicemail, and deliveries as requested.
- Maintain strict discretionary judgement and confidentiality in all professional matters and interactions.
- Prepare correspondence and reports with proactive judgment using Office 365 including Outlook, Word, Excel, Teams and other programs as needed. Ability to organize, analyze, and present data in Excel is preferred but not required.
- Develop and maintain positive relationships throughout the Archdiocese and with all external contacts including former employees/religious staff and vendors.
- Coordinate on-site and off-site meeting arrangements as needed. Provide office reception and hospitality, including greeting visitors when needed.
- Respond appropriately to external inquires and delegate to appropriate HR function or staff member. May also interact with other departments to address and resolve inquiries.
- Attend department meetings, and other related meetings as directed, to take notes for timely distribution and provide technical support to the Head of Human Resources both before and during meetings. This may include ensuring conference room/virtual technology is set up and functioning prior to start of meeting.
- May provide occasional support to other HR leaders or the CAO, in coordination with the Head of Human Resources and within the scope of the position.
- Maintains inventory of essential supplies, materials, and equipment; manages departmental financial records including purchase orders, invoices, and expense reports.
- May support additional projects that align with the administrative scope of this role and contribute to the efficient operation of the HR Department.
- Minimum of 4 years proficient experience in an administrative position, or equivalent combination of formal education and related work experience.
- Highly effective communication skills, both written and oral, with excellent command of the English language, vocabulary, and grammar.
- Affinity for mission-driven not-for-profit organizations, and a commitment to serving the Catholic Church. Must demonstrate understanding, respect, and support for Catholic Church teaching, mission, and values.
- Hiring preference will be given to candidates who are Catholic.
- Availability to occasionally work additional hours.
- Proficient knowledge of Office 365 including Outlook, Word, Excel, Powerpoint, Teams.
- Highly organized self-starter with ability to work effectively and efficiently without close supervision. Able to prioritize time & tasks with strong attention to detail and deadlines.
- Strong, professional interpersonal skills with the ability to build confidence and trust with a wide range of internal and external contacts.
- Demonstrate high integrity and ethics in all job responsibilities, with maturity and excellent judgment as a representative of the Human Resources Department.
- Substantial computer usage with hand and finger dexterity, vision and hearing with comprehension, stairs, and occasional lifting and carrying of boxes and other items.
The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.
This position has an hourly salary range of - $28.59 - $33.00 per hour. An employee's pay within the salary range will be based on many factors including but not limited to: relevant education, qualifications, experience, skills, geographic location, and organizational needs.
Equal Opportunity Employer
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