Office and Meeting Coordinator

Job Description

Office & Meeting Coordinator

Bellarmine Jesuit Retreat House is a place where people come to step away from the noise and demands of everyday life, make space for prayer and reflection, and deepen their relationship with God. Rooted in the Catholic and Jesuit tradition and the Spiritual Exercises of St. Ignatius of Loyola, we welcome people of all backgrounds who are seeking a quiet, sacred place to reflect, pray and discern what matters most in their lives.

Experience with a retreat is a plus. Ideally, you will have some personal familiarity with the experience of stepping away from everyday life for prayer, reflection or discernment. This helps you understand the environment we create for our retreatants and the mission you will be helping to support.

About the Person We're Seeking
Bellarmine is seeking a welcoming, highly organized administrative professional who will help our mission-driven team do its work well. This person will be a key source of administrative support for the Executive Director and other members of the leadership team, while also serving as an important point of welcome for retreatants, guests and visitors.

This is a busy, highly varied role in an active office environment. Priorities can change quickly. The successful candidate will be someone who can move comfortably between planned work and unexpected needs, stay calm when several things require attention at once, make good decisions about what needs to happen first, and bring energy and initiative to the day.

The ideal candidate is a detail-oriented self-starter with strong communication skills, good judgment and a proactive, service-oriented approach. This person will help keep the many details behind the scenes organized so that our team can focus on serving the people who come to Bellarmine.

What You Will Do
Communicate with people across generations and backgrounds by phone, in writing and in person
Answer phones and warmly greet retreatants, guests and visitors
Attend weekly team meetings and capture and distribute meeting minutes
Create and update database records and generate reports
Schedule and coordinate meetings and calendars for the Executive Director and other members of the leadership team
Support communications and events for the Board of Directors. Committees meet more than 30 times a year.
Manage and organize multiple deadline-driven projects simultaneously
Prioritize and reprioritize work as circumstances change, while keeping important deadlines and commitments on track
Exercise good judgment and maintain discretion and confidentiality
Manage Bellarmine's Resource Center, including ordering books and prayer resources
Plan periodic staff outings, celebrations and meetings
Purchase office supplies and help maintain office equipment
Provide administrative support to the Executive Director, Director of Operations and other members of the team as needed
Run occasional errands
Work in person Monday through Friday, approximately 40 hours per week

What You Need
Relevant administrative or office experience; a bachelor's degree is preferred
A genuine interest in supporting Bellarmine's mission and creating a welcoming environment for people seeking prayer, reflection and a deeper relationship with God
Respect for Bellarmine's Catholic and Jesuit identity and openness to learning more about the Ignatian tradition
Experience participating in a retreat, spiritual direction, contemplative practice or another faith-based or spiritual setting is preferred
An appreciation for Ignatian spirituality and the Jesuit approach to prayer, reflection and discernment is a plus
Strong attention to detail and excellent communication skills, both verbal and written
Strong proofreading skills, with an eye for grammar, typos and other errors
Ability to manage multiple priorities, adapt to changing circumstances and use good judgment about what needs attention first
Ability to work with energy, initiative and a positive attitude in a busy, people-oriented environment
A welcoming, can-do and service-oriented demeanor
Ability to communicate comfortably and respectfully with people of diverse backgrounds and perspectives
Fluent English; Spanish language skills are helpful
Proficiency with Microsoft Office and Google Workspace, including Word, Excel, PowerPoint, Google Docs, Google Sheets and Gmail
Ability to lift up to 50 pounds of office supplies, books and paper
A valid driver's license
Availability to work in person Monday through Friday

Benefits
Working full-time at Bellarmine, this position includes:
The opportunity to work on 80 acres of beautiful sacred grounds in Barrington, Illinois, with a mission-driven team
403(b) retirement plan with company match
Medical, dental and vision insurance
Life insurance and long-term disability coverage
Free lunch most workdays
11 paid holidays
Generous vacation and personal time

You can send your cover letter and resume to hr@jesuitretreat.org

About the Employer

Bellarmine Jesuit Retreat House helps individuals and faith-based groups deepen their relationship with God in a quiet, sacred place of beauty and prayer. Our offerings are rooted in the Spiritual Exercises of St. Ignatius of Loyola in the Catholic tradition.