Champion Meaningful Work as Administrative Assistant
Job Title: Administrative Assistant to the General Councilors
Department: General Community Services
Job Status: Full-Time / Non-Exempt / Hourly
Manages Others: No
Work Location: Onsite
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:
Established in 1858 in Kansas, the Sisters of Charity live their mission in the spirit of their 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. They share their 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.
Essential Duties and Responsibilities:
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Responsible for performing secretarial and administrative support, such as managing calendars, preparing correspondence, coordinating meetings, organizing travel, and maintaining records.
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Manages multiple tasks and assignments simultaneously and maintains the highest level of confidentiality.
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Demonstrates professionalism and diplomacy consistently.
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Organizes office processes and understands community policies and procedures to carry out assigned administrative responsibilities.
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Prepares interoffice and external correspondence in final form.
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Schedules meetings, conferences, travel logistics, itineraries, etc.
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Answers phone, greets visitors, and redirects as needed.
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Monitors leadership calendars and provides support for meetings, including calendar invites, both on-site and virtual.
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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).
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Takes accurate minutes without the use of recordings or AI and distributes them promptly.
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Responsible for the production of materials for SCL community gatherings and other meetings.
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Uses various software programs to create booklets, brochures, liturgical worship aides, etc.
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Operates standard office equipment, such as printers, copiers, scanners, and fax machines.
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Maintains and organizes files, records, and documents in a confidential manner.
- Responsible for various special projects as assigned.
Qualifications:
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Associate's degree in business administration or a related field, or an equivalent combination of education and relevant experience. Bachelor's degree preferred.
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Minimum of 5 years in an administrative, executive leadership support role, preferably in a mission-driven or professional office environment.
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Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Skilled in Canva, Adobe Acrobat, and other productivity or design tools preferred.
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Exceptional written and verbal communication skills with the ability to interact professionally with diverse groups.
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Strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively.
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Self-motivated and able to work independently while maintaining a high level of accuracy and confidentiality.
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Experience working in a nonprofit, faith-based, or mission-driven organization is a plus.
Physical Requirements:
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Ability to perform sedentary work, including prolonged periods of sitting, computer use, and keyboarding.
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Must be able to lift, carry, push, or pull items weighing up to 25 pounds.
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Occasional bending, stooping, and reaching may be required when handling files or office materials.
Work Environment:
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Works in a clean, well-lighted, heated, and ventilated office.
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This position is an in-office engagement, working in collaboration with a supportive team that values innovation and growth.
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.
