Executive Assistant / Manager of Administrative Support

Franciscan Ministries•Lemont, IL

3d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

Associate degree in Business Administration or related field

Responsibilities

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.
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.
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.
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.