Executive Assistant - Franciscan Ministries

About us: At Franciscan Ministries, nothing is too small for us to celebrate! Each day is filled with possibilities and good times because that is how we choose to live and serve. Our mission is to help recognize and enjoy the happy moments in daily life through celebrating life and serving with joy.  We are seeking a seasoned, superstar Executive Assistant to join the Administrative Services Team.  We are looking for someone reliable, organized, and a team player, who is excited to work with a dynamic team in a mission driven organization.

Located in Lemont, Illinois, the Franciscan Ministries Home Office provides support to our owned and managed senior living communities. We are a non-profit organization, and we focus all our resources on supporting and improving our services and programs.

Position Summary:

• The Executive Assistant performs a wide range of administrative tasks in support of Executives. As Executive Assistant you have a key role in supporting our teams’ overall efficiencies. This role provides awareness to the entire ministry, supporting multiple departments and individuals. The EA must exercise good judgment in a variety of situations and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Executive Assistant -Responsibilities:

• Provide high level administrative support to C-Suite Executives, VP/AVP’s and Directors in the Home Office.
• Manage busy & complex executive calendars (scheduling and coordination of in-person, Zoom, and Teams meetings, etc.) and manage logistics for meetings including catering arrangements, and other details as needed.
• Prepare agendas, presentations, reports, create and compile meeting materials, meeting minutes, or other documents as needed.
• Assist with projects, data research, and management of databases as required.
• Provides general “front desk” support and being “the face” of Franciscan Ministries to ensure a personal, professional, and friendly experience for each guest, whether in person or on the phone.
• Provide back-up assistance to other EAs as needed.

Executive Assistant - Requirements:

• 5+ years’ work experience in a professional office environment to include solid knowledge of standard business practices/methods; experience supporting senior executives is strongly preferred.
• Excellent multi-tasking, planning and organizational skills required.
• Excellent interpersonal, verbal, and written communication skills to interact effectively with internal and external executives; proofreading skills and attention to detail in reviewing documents and presentations.
• Diplomacy, discretion, and tact are required in internal and external communications, as role has access to confidential information.
• Extensive computer skills in Microsoft Excel, Word, PowerPoint, and Outlook