Executive Assistant Manager of Administrative Support
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Job Location:
Lemont, IL - USA
Monthly Salary:
Not Disclosed
Posted on:
11 hours ago
Vacancies:
1 Vacancy
Department:
Job Summary
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
- 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
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Are you ready to write the next chapter of YOUR story Please apply today!
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Min
Max
Required Experience:
Manager
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Personal Assistant Experience
- Microsoft Powerpoint
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
About Company
Learn more about our joyful senior living communities in Illinois, Indiana and Ohio. Contact us to learn about life at Franciscan Ministries!
