The Archdiocese of Chicago, the third largest in the United States, serves more than 2.2 million Catholics in 216 parishes in Cook County and Lake County, a geographic area of 1,411 square miles. The archdiocese, pastored by Cardinal Blase J. Cupich, has more than 13,000 employees in its systems and ministries, including Catholic Charities, the region's largest nonprofit social service agency. The archdiocese also has one of the country's largest seminaries. The archdiocese's 150+ elementary and secondary schools comprise one of the largest U.S. private school systems. Its schools have received 96 U.S. Department of Education Blue Ribbon Awards.
The Executive Assistant to the Vicar General serves as the primary administrative partner and representative for the Office of the Vicar General. This role ensures the efficient and professional operation of the office and supports the Vicar General's ministry through high-level administrative support, calendar and communication management, event coordination, and project implementation. The Executive Assistant must demonstrate sound judgment, exceptional discretion, and a deep understanding of the Church's mission. The ideal candidate is a mission-driven professional who thrives in a fast-paced, faith-based environment and is committed to service, collaboration, and excellence. The Executive Assistant serves as a liaison between the Vicar General and internal/external stakeholders, requiring excellent judgment, confidentiality, organizational ability, and a strong commitment to the mission of the Catholic Church.
Administrative Support & Office Management
Serve as the first point of contact for the Office of the Vicar General, managing all incoming calls, emails, and visitors with professionalism and hospitality.
Manage the Vicar General's complex calendar, including scheduling appointments, confirmations, special events, travel, and off-site meetings.
Coordinate meeting logistics, prepare agendas, materials, and provide follow-up support including notes and tracking of action items.
Draft, edit, and proofread a wide range of correspondence, reports, memos, and presentations using Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
Maintain confidentiality in all communications and documentation, demonstrating discretion and trustworthiness in handling sensitive matters.
Provide administrative support to the broader Vicar General staff and Vicariate team members as needed.
Project, Event & Ministry Support
Coordinate and support events including Confirmations, Archdiocesan Awards, priests' meetings, vicariate gatherings, and special projects.
Track project milestones, manage contact lists and schedules, and prepare and send out special mailings and event communications.
Use graphic and publishing software to create professional notices, programs, and announcements as needed.
Attend and take notes at staff and ministry-related meetings; provide timely dissemination of information and follow-up communications.
Records, Systems & Financial Management
Maintain organized and up-to-date office files (working, permanent, and archival) in accordance with the Archdiocesan Records Retention Schedule.
Purge and send records to Archives annually.
Manage office inventory, order supplies, and monitor equipment functionality.
Process payments and maintain simple budget records for office-related purchases and supplies.
Represent the Office of the Vicar General professionally and with discretion in all interactions.
Additional Responsibilities
Attend team and staff meetings; take minutes and distribute notes.
Create visually formatted notices, flyers, and invitations using graphic tools or templates.
Support hospitality needs for guests and events.
Respond to inquiries from parishes, schools, and departments, triage appropriately to internal stakeholders.
Maintain a high level of professionalism in handling sensitive and confidential information.
Perform other related duties and special assignments as required.
Qualifications
Education & Experience:
High school diploma required; Associate's or Bachelor's degree preferred.
Minimum of 10 years of administrative support experience, preferably within the Archdiocese or a nonprofit/mission-based organization.
Prior experience supporting executive leadership is highly preferred.
Skills & Abilities:
Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
Strong verbal and written communication skills; excellent grammar and editing skills.
Ability to prioritize multiple tasks, work independently, and manage time effectively.
Strong attention to detail and commitment to accuracy.
Proactive, self-directed, and solution-oriented mindset.
Ability to maintain confidentiality and use discretion in sensitive matters.
Familiarity with multicultural environments; fluency in Spanish or Polish is a plus.
Other Requirements:
Affinity for the mission of the Catholic Church; practicing Catholic preferred.
Understanding, respect, and support for Catholic Church teachings and values.
Willingness to work occasional evenings or weekends based on events or needs.
The Archdiocese of Chicago offers a comprehensive total rewards package to include competitive compensation and benefit programs. Information about our benefit programs is available here.
This position has an annual salary range of $58,662.98 - $73,328.73. An employee's pay within the salary range will be based on many factors including but not limited to: relevant education, qualifications, experience, skills, geographic location, and organizational needs.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.