Executive Assistant

Night Ministry • Chicago, IL

17h • Onsite

About The Position

Provide high-level administrative and operations support to the President & CEO to ensure they can efficiently accomplish key tasks and company initiatives. Screen and manage the President & CEO’s communications so that they can easily access the most important information without having to sort through low-priority items. Manage relations and communications with Board members, Foundations, and other outside stakeholders. Manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging transportation.

Requirements

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• 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
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Bachelor's degree preferred.
• Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in an non-profit organization.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms.

Responsibilities

• Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating favorable situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Acts as a liaison between the President's office and internal departments, demonstrating leadership to maintain credibility, trust, and support with Executive & Strategic Leadership.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Keeps the President informed and updated on issues taking place within the organization.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact. Including the critical incident response team.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, acting as an internal notary, and other tasks that facilitate the CEO's ability to effectively lead the organization.
• Prioritizes conflicting needs, handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Serves as the President's administrative liaison to The Night ministry’s board of directors.
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in email and/or paper format.
• Participates as an adjunct member of the Strategic Leadership Team, including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of Strategic Leadership Team meetings and off-sites, and all-staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans.
• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stakeholders.
• Works with the Strategic Leadership Team in coordinating the President's outreach activities
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgement letters from the President to donors

What This Job Offers

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