Administrative Assistant

Full-time, non-exempt, hourly position located onsite. Resume and one-page cover letter required.

About the role

Serves as administrative support for Sisters in leadership (up to three General Councilors). This position acts in a manner that is reflective of the Philosophy and Mission of the Sisters of Charity of Leavenworth (SCL). The Administrative Assistant to the General Councilors must handle discreetly a wide variety of sensitive, confidential information concerning corporate and personnel affairs.

Responsibilities

• Perform secretarial and administrative support, such as managing calendars, preparing correspondence, coordinating meetings, organizing travel, and maintaining records.
• Manage multiple tasks and assignments simultaneously while maintaining the highest level of confidentiality.
• Demonstrate professionalism and diplomacy consistently.
• Organize office processes and understand community policies and procedures to carry out assigned administrative responsibilities.
• Prepare interoffice and external correspondence in final form.
• Schedule meetings, conferences, travel logistics, and itineraries.
• Answer phone, greet visitors, and redirect as needed.
• Monitor leadership calendars and provide support for meetings, including calendar invites, both on-site and virtual.
• Prepare a variety of administrative-related correspondence and reports efficiently with a high level of speed and accuracy without the use of recordings or Artificial Intelligence (AI).
• Take accurate minutes without the use of recordings or AI and distribute them promptly.
• Produce materials for SCL community gatherings and other meetings.
• Use various software programs to create booklets, brochures, liturgical worship aides, etc.
• Operate standard office equipment, such as printers, copiers, scanners, and fax machines.
• Maintain and organize files, records, and documents in a confidential manner.
• Handle various special projects as assigned.

Requirements

• Associate's degree in business administration or a related field, or an equivalent combination of education and relevant experience. Bachelor's degree preferred.
• Minimum of 5 years in an administrative or executive leadership support role, preferably in a mission-driven or professional office environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Skilled in Canva, Adobe Acrobat, and other productivity or design tools preferred.
• Exceptional written and verbal communication skills with the ability to interact professionally with diverse groups.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively.
• Self-motivated and able to work independently while maintaining a high level of accuracy and confidentiality.
• Experience working in a nonprofit, faith-based, or mission-driven organization is a plus.

Physical Requirements

• Ability to perform sedentary work, including prolonged periods of sitting, computer use, and keyboarding.
• Must be able to lift, carry, push, or pull items weighing up to 25 pounds.
• Occasional bending, stooping, and reaching may be required when handling files or office materials.

Work Environment

Works in a clean, well-lighted, heated, and ventilated office. This position is an in-office engagement, working in collaboration with a supportive team that values innovation and growth.