Job Title

Overview: Position SummaryThe 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 ResponsibilitiesExecutive & Administrative SupportProvide 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 ManagementServe 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.CoordinationCoordinate, 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 requestsCommunications (emails, invitations, thank-you notes)Information gathering and distributionDocumentation updatesOrdering supplies (invitations, décor, flowers, food, gifts, programs)Event setup coordinationGuest room reservationsCreation of booklets, notifications, and music handoutsCoordinate travel and conference arrangements for all FSC Sisters.Supervisory & Leadership DutiesAct 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 & SkillsRequiredHigh school diploma or equivalentMinimum of five (5) years of experience as an Executive AssistantAt least one (1) year of supervisory experienceProficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and other common software applicationsStrong internet research skillsAccurate typing speed of at least 75 words per minuteExcellent written and verbal communication skillsStrong interpersonal skills with the ability to communicate effectively at all organizational levelsAbility to maintain strict confidentiality due to sensitive informationAbility to read, write, and speak EnglishAbility to work independently with minimal supervisionPreferredAssociate degree in Business Administration or related fieldHours: Onsite - Monday through Friday 8:00am to 4:30pmLocation: Lemont, Il DFWP/EOE/e-verify Are you ready to write the next chapter of YOUR story?   Please apply today! #LivingJoyfully  Min: USD $65,000.00/Yr. Max: USD $70,000.00/Yr.