Executive Assistant

Job Summary
LTP is seeking an Executive Assistant to provide a wide range of administrative support to the Director and executive team. This position will also coordinate Training and Events tasks related to contracts, travel, and database records for virtual and in person training.

Candidates should be comfortable with discretion and possess decision-making abilities to execute responsibilities and tasks. A successful candidate will demonstrate a poised, professional demeanor in their interactions and communication. The position tasks include, preparing correspondence and reports, scheduling appointments, calendar management, maintaining files, answering phones, and general office duties.

Responsibilities

• To be responsible for Director’s and Executive Team’s calendar management, conferring with other internal staff on all meeting schedules and requirements, noting presence of an agenda and requesting one if warranted.
• To schedule meetings and appointments when requested, including the scheduling of meeting rooms and ensuring that setup is arranged.
• To ensure all expense reports for the Director and Executive Team are coded, signed off, and processed in a timely manner.
• To prepare and process check requests as assigned.
• To oversee the process of unsolicited manuscripts, maintaining the database and following up in a timely manner.
• To execute tasks and assist the Training and Events Manager for LTP events and exhibits, ensuring that all tasks are moving forwards in a timely manner.
• To prepare contracts for events under the direction of the Training and Events Manager, and submit contract and payment requests.
• To create and maintain event and exhibit records in SharePoint.
• To export and prepare sales data and other reports for Training and Events and the Director as needed.
• To open, review, sort, and prioritize all incoming mail correspondence for the Director and Executive Team, and Training and Events Team; responding as appropriate.
• To prepare all outgoing correspondence and memos as assigned by the Director and Executive Team, drafting original response to any general correspondence when necessary.
• To arrange travel and lodging accommodations for both conferences and general business travel as assigned.

Qualifications

• Bachelor’s Degree or three to five years’ experience as an Administrative Assistant
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook; PowerPoint a plus.
• Ability to learn and adapt to new computer software and technology.
• Good organizational skills and a strong attention to detail.
• Experience tracking and completing multiple tasks and managing deadlines.
• Ability to make decisions, work independently, and keep high level of confidentiality.
• Strong written and verbal communication skills with ability to craft correspondence using correct grammar, tense, and sentence structure; above average typing skills a plus.
• Poised, professional demeanor.
• Energetic, enthusiastic, and flexible, with willingness to handle multiple tasks.
• Must demonstrate understanding, respect, and support for Catholic Church teaching, mission, and values.

LTP publishes resources that focus on the liturgy and sacraments of the Catholic church. Our organizational culture is a great fit for people who believe in our mission and enjoy working in a collaborative environment. We value accountability, respect, and mutual support as essential means to reach our goals. As an agency of the Archdiocese of Chicago, we a comprehensive total rewards package to include competitive compensation and benefits programs. Information on our benefit programs is available at www.archchicago.org/documents/70111/4987905/Benefits Summary/ddf8b594-5996-42a7-931a-e10f178df11e.

This position has a pay rate between $23 and $26 an hour with full benefits. An employee’s pay within the range will be based on many factors including but not limited to relevant education, qualifications, experience, skills, geographic location, and organizational needs.

If you would like to be considered, please submit the following:

• a cover letter describing the reasons for your interest and how your experience would benefit the organization,
• a current resume

Incomplete submissions will not be considered.

Job Type: Full-time

Pay: $23.00 - $26.00 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Associate (Required)

Experience:

• Office: 3 years (Preferred)
• Microsoft Office: 3 years (Preferred)
• Writing skills: 3 years (Preferred)

Ability to Relocate:

• Chicago, IL 60609: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $26