Administrative Assistant to Chief Financial & Administrative Officer (CFAO)

Ada Brand•Chicago, IL

30d•$68,000 - $73,000

About The Position

Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the CFAO. The administrative assistant performs clerical and confidential administrative tasks with minimal supervision, responds to the needs of CFAO, and operates with a high degree of independent judgment. Supports departments reporting to the CFAO. Oversees special projects and may assist with office management activities. Reporting Relationship : Reports To : Chief Financial & Administrative Officer (CFAO) Supervises (Position Title): None Principal Duties/Responsibilities: Provide administrative support to the CFAO as it relates to all business operations, both internally and externally. Responsible for a variety of general administrative duties. Manage an active calendar of appointments, complete expense reports, compose and prepare correspondence that is sometimes confidential, arrange complex and detailed itineraries and agendas, and compile documents for meetings. Communicate directly, and on behalf of the CFAO, with Board members, senior management, and others, on matters related to CFAO’s programmatic initiatives, as directed. Research, prioritize, and follow up on incoming issues and concerns addressed to the CFAO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response. Provides administrative support to departments that report into the CFAO: IT, Finance, Property Management, and Quality Assurance. This includes, but is not limited to, setting up meetings, preparing expense reports, drafting emails, making follow-up calls, and supporting teams at different sites. Provides a bridge for smooth communication between the CFAO’s office and internal departments, demonstrating competency to build and maintain credibility, trust, and support with senior management and staff. Work closely and effectively with the CFAO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the CFAO updated. Complete and/or review business communications on behalf of the CFAO in all media formats, including but not limited to phone calls, emails, memos, meeting minutes, etc. Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures. Periodically required to participate in meetings and record minutes. Review incoming correspondence and, if appropriate and necessary, independently handle the information or promptly forward to the CFAO for review and response. Coordinate various meetings and appointments, including Board and Executive Committee meetings, internal staff meetings, and meetings with other external parties (vendors, city/state agencies, business partners, etc.). Responsible for executing, documenting, and reconciling credit card and other financial/billing transactions on behalf of CFAO, various departments, and the overall Finance program. Review and approve payroll system time sheets to include days worked and time off for the CFAO’s direct reports for each scheduled pay period. Assist with the development, editing, and maintenance of departmental policies. Assist with office management responsibilities as requested. Coordinate with CEO’s Executive Assistant and other Administrative Assistants within the agency, as needed. Periodically serve as backup receptionist. Maintain confidentiality of all information and adhere to the agency’s Code of Ethics. Perform other related duties as directed. Non-essential duties

Requirements

Associates preferably in business or related fields.
7+ years of experience in administrative support role reporting to a C-level or Senior-level Executive/Manager is required.
Demonstrated exceptional organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with meticulous attention to detail.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
Very strong interpersonal skills and the ability to build relationships, including staff, board members, vendors, external customers, and the general public.
Ensure Board Members, customers, vendors, employees, and the general public are handled in a professional and courteous manner.
Expert-level written and verbal communication skills.
Exceptional proofreading skills and strong attention to detail.
Demonstrates strong written composition skills.
Edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret writing information.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Accountability for personal work with a high level of professional and personal integrity.
Ability to maintain proper liaison with program leaders, managers, employers, and the board.
Excellent working knowledge of Microsoft Office, including Outlook 365, Word, PowerPoint, and Excel.
Proven ability to draft basic spreadsheets and charts.
Proficient with most standard office equipment, including computers, printers/copiers, scanning equipment, etc.
Ability to travel between the administrative office and other agency sites.

Nice To Haves

Bachelor’s degree preferred.
Familiarity with accounting, finance, and governance processes and principles is preferred.

Responsibilities

Provide administrative support to the CFAO as it relates to all business operations, both internally and externally.
Responsible for a variety of general administrative duties.
Manage an active calendar of appointments, complete expense reports, compose and prepare correspondence that is sometimes confidential, arrange complex and detailed itineraries and agendas, and compile documents for meetings.
Communicate directly, and on behalf of the CFAO, with Board members, senior management, and others, on matters related to CFAO’s programmatic initiatives, as directed.
Research, prioritize, and follow up on incoming issues and concerns addressed to the CFAO, including those of a sensitive or confidential nature.
Determine appropriate course of action, referral, or response.
Provides administrative support to departments that report into the CFAO: IT, Finance, Property Management, and Quality Assurance. This includes, but is not limited to, setting up meetings, preparing expense reports, drafting emails, making follow-up calls, and supporting teams at different sites.
Provides a bridge for smooth communication between the CFAO’s office and internal departments, demonstrating competency to build and maintain credibility, trust, and support with senior management and staff.
Work closely and effectively with the CFAO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the CFAO updated.
Complete and/or review business communications on behalf of the CFAO in all media formats, including but not limited to phone calls, emails, memos, meeting minutes, etc.
Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
Periodically required to participate in meetings and record minutes.
Review incoming correspondence and, if appropriate and necessary, independently handle the information or promptly forward to the CFAO for review and response.
Coordinate various meetings and appointments, including Board and Executive Committee meetings, internal staff meetings, and meetings with other external parties (vendors, city/state agencies, business partners, etc.).
Responsible for executing, documenting, and reconciling credit card and other financial/billing transactions on behalf of CFAO, various departments, and the overall Finance program.
Review and approve payroll system time sheets to include days worked and time off for the CFAO’s direct reports for each scheduled pay period.
Assist with the development, editing, and maintenance of departmental policies.
Assist with office management responsibilities as requested.
Coordinate with CEO’s Executive Assistant and other Administrative Assistants within the agency, as needed.
Periodically serve as backup receptionist.
Maintain confidentiality of all information and adhere to the agency’s Code of Ethics.
Perform other related duties as directed.