Position Type:
Pastoral Center/Vicar General

Date Posted:
9/17/2021

Location:
Quigley Center, AOC

The Archdiocese of Chicago (AoC) is the third largest diocese in the United States and serves more than 2.2 million Catholics. The Archdiocese, pastored by Cardinal Blase J. Cupich, has more than 15,000 employees across its ministries, including Catholic Charities, the region's largest nonprofit social service agency. The Archdiocese's elementary and secondary schools comprise one of the largest U.S. private school systems.

Position Summary

The Executive Assistant to the Vicar General is an administrative professional who reports directly to the Vicar General. The Executive Assistant supports the Vicar General, Auxiliary Bishops, and Administrative Director by providing organizational, secretarial, and administrative support. The Executive Assistant to the Vicar General has multi- faceted responsibilities, as well as managing details that contribute to the effectiveness and efficiency of Vicar General Office in accordance with Archdiocesan policies and guidelines. Requires broad knowledge of department operations and procedures, and a high level of experience, discretion, confidential, diplomacy, and technical skill.

General Duties and Responsibilities: Office Management

• Proactive focus on advancing the ministry of the Vicar General
• Serve as resource to Vicariate Departments and staff as requested
• Provide office reception duties including answering telephone calls promptly and courteously, greet visitors and determine access to specific individuals
• Maintains Vicar General's daily appointment calendar; schedules appointments, makes travel arrangements as required. Serves as gatekeeper to Vicar General.
• Schedule, coordinate, and organize high-level meetings, in-person and virtually. Prepare meeting notices, agendas, track attendees, and meeting minutes.
• Develop a clear understanding of the activities of the Vicar General and prepare correspondence and communicate with individuals, clergy, parishes, agencies, and external bodies
• Facilitate hospitality for meetings and visitors
• Provide materials needed for appointments, events, and liturgies
• May assist in creation of the draft of the budget. Handles department's special accounts. Reviews department's monthly financial statements. Places orders, pays bills and reconciles corporate card accounts. Procures supplies, equipment, and services.
• Coordinates with the COO's assistant when needed and provide coverage as necessary.

Communication / Information

• Respond appropriately to external inquiries
• Prepare and edit high level correspondence, documents and presentations, collecting, information
• Coordinate's correspondence using judgment in proactively acting to optimize the Vicar General's communication responsibilities
• Creates and maintains archives of decisions and correspondence, including priest files and other records which may contain confidential information.
• Assembles information and alerts appropriate people upon the death of a priest.
• Attend staff meetings and other meetings related to responsibilities

General

• Regular attention to continuing education in areas of responsibility
• Maturity and good judgment as representative of the Vicar General office

Requirements:

• Education required: Bachelor's degree or equivalent
• Experience required: Minimum of seven (7) years in corporate or non-profit setting; three (3) years proficient experience in executive administrative position preferred.
• Skills required: Advanced proficiency in the use of computers, particularly Microsoft Office Suite (including Calendar Invites, Word, Excel, Project, and PowerPoint), internet and email. Knowledge of administrative procedures including managing files, records, mailing lists and databases.
• Excellent verbal and written communication skills.
• Spanish and or/Polish oral and written skills a plus.
• Other required: Superb professionalism; highly organized self-starter with ability to work effectively and proactively with coaching/mentoring; able to prioritize with attention to details and deadlines; ability to interact professionally with clergy and laity of the Archdiocese, Catholic community, and the public; pleasant demeanor and excellent judgment with sense of discretion, confidentiality, and diplomacy.

The Archdiocese of Chicago is in the midst of exciting changes as we renew our local Church. With a variety of opportunities to contribute your professional talents and experience, we invite you to consider any of our current openings at archchicago.org/careers. We offer competitive salary and benefit packages, as well as opportunities for professional and personal growth and development.