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, primarily for the Chief Development Officer.
Duties and Responsibilities
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.
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.
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 to 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.
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.
Bachelor’s Degree from an accredited institution of higher learning
1+ years experience as an Administrative Assistant
Excellent computer skills in Microsoft Office Suite with advanced competency in Microsoft Excel and multiple types of databases, such as Access and Raiser's Edge
Excellent oral and written communication skills in both English and Spanish
Strong planning and organizational skills
Experience with the creation of social media campaigns and Website management
Strong work ethic, enthusiasm and confidence
Must demonstrate understanding and support for Catholic Church teaching, mission and values. Hiring consideration may be given to candidates who are Catholic
The Archdiocese of Chicago is one of the largest Catholic dioceses in the United States with 2.2 million Catholics. The Archdiocese is divided into six vicariates, 31 deaneries and 351 parishes. There are approximately 230 schools, and numerous ministries and programs serving the people of Cook and Lake Counties in Northeastern Illinois. This local church is pastored by Cardinal Blase J. Cupich.