Administrative Assistant to the General Councilors

Job Title:               Administrative Assistant to the General Councilors

Department:      General Community Services

Job Status:       Full-Time / Non-Exempt / Hourly

Work Location:     Onsite 

Benefits Eligible:   Yes

Resume and Cover Letter Required: 

The Sisters of Charity of Leavenworth is seeking an on-site, full-time (M-F) Administrative Assistant to provide exceptional support to the Sisters in leadership. A cover letter is required in addition to a resume. The cover letter can be one-page in length, and it is your chance to tell your story as to why you would be a great fit for this job role. The cover letter is separate from adding comments to your application.

About Sisters of Charity of Leavenworth:

Impelled by the love of Christ, the Sisters of Charity of Leavenworth (SCL), a Roman Catholic congregation of women religious, offer every loving service in our power to meet the critical needs of God’s people. Established in 1858 in Kansas, the Sisters of Charity live our mission in the spirit of our founders: St. Vincent de Paul, Louise de Marillac, and Mother Xavier Ross. The Sisters, as Gospel-centered women, share a tradition of responding to the needs of the time, ministering to the vulnerable and marginalized, and caring for the fragile Earth. We share our mission in partnership and collaboration with those committed to working for peace and justice.

Position Summary: 

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.

This position is ideal for an experienced administrative professional who is highly organized, adaptable, and flexible, with the ability to manage multiple priorities, support changing organizational needs, and provide professional administrative support with accuracy, discretion, and attention to detail.

Essential Job Duties and Responsibilities: 

Calendar, Meeting, and Travel Coordination

• Responsible for performing secretarial and administrative support, such as managing calendars, preparing correspondence, coordinating meetings, organizing travel, and maintaining records.
• Takes accurate meeting minutes without the use of recordings or AI and distributes them promptly.
• Monitors leadership calendars and provides support for meetings, including calendar invites, both on-site and virtual.
• Schedules meetings and conferences.
• Coordinates and schedule travel arrangements, logistics and itineraries.

Correspondence, Reports, and Publications:

• Prepares a variety of administrative-related correspondence and reports in an efficient manner with a high level of speed and accuracy without the use of recordings or Artificial Intelligence (AI).
• Prepares interoffice and external correspondence in final form.
• Uses various software programs such as PowerPoint, Adobe, Canva, others, to create professional, creative, and visually engaging booklets, brochures, liturgical worship aides, etc., ensuring information is presented in a clear, accurate, professional, and visually effective manner for the intended audience.
• Responsible to produce meaningful, engaging, and visually appealing materials for SCL community gatherings and other meetings.

Office Operations and Administrative Support:

• Answers phone, greets visitors, and redirects as needed.
• Operates standard office equipment, such as printers, copiers, scanners, and fax machines.
• Maintains and organizes files, records, and documents in a confidential manner.
• Organizes office processes and understands community policies and procedures to carry out assigned administrative responsibilities.
• Responsible for various special projects as assigned.

Professional Standards:

• Demonstrates professionalism and diplomacy consistently.
• Manages multiple tasks and assignments simultaneously and maintains the highest level of confidentiality.

Qualifications and Essential Attributes:

• 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, 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.

Benefits & Perks:

We are committed to supporting our employees' health, financial well-being, and work-life balance through a comprehensive benefits package, which may include:

• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan
• Generous Paid Time Off (PTO)
• Paid Holidays including your Birthday
• Employee Assistance Programs
• Professional Development Opportunities
• Life and Disability Insurance
• Wellness and Employee Recognition Programs
• Tuition Reimbursement 

This summary outlines the primary responsibilities and qualifications for the role but does not encompass all duties. Additional tasks may be assigned as needed to meet organizational objectives.

The Sisters of Charity of Leavenworth is an equal opportunity employer. We provide employment opportunities to all qualified persons without regard to race, color, sex, sexual orientation, gender identity, age, national origin, ancestry, marital status, disability, pregnancy, veteran status, or any other protected category, except as allowed by law for positions where religious affiliation is a bona fide occupational qualification. This policy applies to recruiting, hiring, promotions, compensation, benefits, termination, and all other terms and conditions of employment. We are committed to building a diverse and inclusive team and welcome applications from individuals of all backgrounds and experiences.