Executive Assistant

Metropolitan Family Services • Chicago, IL

12d • Onsite

About The Position

We are now hiring for a full-time Executive Assistant to join our Headquarters Team! This role involves working independently to arrange meetings, coordinate conferences, manage travel, and handle electronic communications. The position requires working with highly sensitive and confidential information and making frequent contacts with Board members, management staff, business leaders, donors, government officials, and community leaders, demanding tact and sound judgment. The Executive Assistant will coordinate arrangements and materials for various meetings, including Board and staff meetings, and prepare outgoing correspondence. They may also assist in preparing grant proposals, manage the Executive's expense reports, and provide oversight for the expense reports of the Executive's direct reports. This role also involves maintaining memberships and subscriptions, processing invoices, and providing backup support for the President's Office Executive Assistant and HQ Support team.

Requirements

• Bachelor’s degree in business or related field and 2+ years of recent office experience with increasing and multiple levels of responsibility.
• OR High School Diploma or equivalent education and minimum of 5+ years of experience in secretarial work required.
• Excellent skills in a wide array of computer software, including Word, PowerPoint, LucidChart, and Excel.
• Excellent oral and written communications skills, including knowledge of grammar and spelling, and ability to compose documents and letters and to proofread and edit documents as needed.
• Excellent project management and time management skills.
• Demonstrated ability to take initiative and anticipate the needs of the Executive.
• Ability to prioritize and meet the needs of a number of executive level staff and their direct reports.
• Ability to work both individually and as a team member in a highly complex and face-paced environment.
• Excellent tact, consideration, and good judgement in dealing with a wide range of the public.
• Ability to work effectively with diverse individuals and groups.
• Driving for work required with a personally owned vehicle.

Nice To Haves

• Demonstrated success in increasing levels of management roles, including supervision of management staff and oversight of domestic violence services.

Responsibilities

• Working independently arranges for regular constituent meetings, coordinates planning for conferences, travel and meetings with outside organizations.
• Coordinates mailings, manages electronic communications, coordinates attendance, and other tasks related to the meetings, as needed.
• Works with material frequently of a highly sensitive and confidential nature.
• Makes frequent contacts with Board, management staff, business, donors, government, and community leaders, always requiring a tactful approach and often a high degree nonjudgement.
• Coordinates arrangements and materials for Board meetings, Board Committee meetings, staff meetings, and other meetings for the Executive.
• Interacts with related staff and Board members.
• Opens, reviews, and prepares incoming mail.
• Prepares outgoing correspondence for mailing.
• Drafts letters and develops or updates materials.
• Composes routine letters for the Executive.
• May take an active role in preparing grant proposals including formatting and coordinating tables, charts and other materials.
• Using a high degree of judgement, brings a wide range of matters to the Executive for timely attention.
• Identifies problems and issues affecting agency operations and, program service delivery, interdepartmental work, etc.
• Using a high degree of judgment, handles all aspects of communications related to the Executive, including visitors and telephone calls, screening, taking messages, responding to inquiries and assisting callers within area of competence.
• Types, formats, and may draft manuscripts, reports, and other key documents, frequently confidential in nature, exercising care to watch for discrepancies, inadvertent oversights, and consistency with organization procedures and practices.
• Attends meetings, greets attendees, and provides assistance as needed.
• Takes minutes at designated meetings and publicizes those minutes within the timeframe requested.
• Manages and completes expense reports for the Executive in a timely manner.
• Provides oversight and approval of expense reports of the direct reports of the Executive.
• Maintains memberships and subscriptions for the Executive or the agency.
• Processes and ensures payment of invoices for expenses generated by the Executive or designate.
• Provides backup for the President’s Office Executive Assistant and HQ Support team.
• Other duties as assigned.

Benefits

• Medical Coverage
• Guardian Dental Coverage
• VSP Vision Coverage
• $2,000 to individual, and $4,000 to family, HSA accounts, pro-rated to your benefits start date.
• FREE General Medicine and Behavioral Health Teladoc services provided to all team members.
• Ascensus 401K plan services with a 4% employer match, vested at 100% on day one of eligibility.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive