Executive Assistant - IDPL (Administration)

Institute For Latino Progress•Chicago, IL

4d•Onsite

About The Position

The Executive Assistant provides high-level administrative and operational support to the President and CEO, ensuring effective coordination of executive office activities, communications, schedules, meetings, and special projects. The position serves as a key liaison with internal and external stakeholders, supports Board-related activities, and assists with organizational initiatives and events. The Executive Assistant exercises sound judgment, maintains confidentiality, and manages multiple priorities while helping ensure the efficient operation of the Executive Office.

Requirements

Bachelor's degree preferred or equivalent with more than 5 years of relevant prior experience in similar positions or performing similar duties
Exceptional judgment in handling requests/problems in supervisor’s absence, including assessment of level of issue and referral of issue to appropriate source
Experience working with a non-profit organization, including knowledge of governance
Proficient in computer/technological skills; Microsoft Office applications
Ability to edit and compose effective memos, agendas, correspondence and presentations
Proficient in Internet research
Ability to work independently, as well as in groups
Ability to delegate tasks and look at the larger picture in projects
Demonstrate passion and commitment to the organization's work and mission

Nice To Haves

Bilingual Preferred (Spanish)

Responsibilities

Maintains Supervisor’s appointment calendar, schedules appointments, and makes travel arrangements.
Answer phone calls and direct calls to appropriate parties or take messages.
Manage office services by organizing office operations and procedures, order office supplies.
Manage the building room reservations, room set up and day-to-day activities.
Welcomes individuals and groups and assist where needed on site visits and tours.
Develop, format, and edit presentations, spreadsheets, and other deliverables including social media post.
Prepare President's office reports, letters and or other correspondence.
Research and document information using various internet engines and sites.
Provides services and information to internal personnel.
Point of contact for basic office maintenance, including building access.
Receive incoming mail/package deliveries as well as assist with outgoing mail/packages.
Coordinate with other staff members on projects, events, reports, etc.
Provide project management through the development of new events.
Collaborate with departments to carry out community distributions.
Support and coach teams with implementing new projects.
Develop and facilitate team meetings, as needed.
Oversee and ensure high quality of special projects including but not limited to food pantry, toy drive, prom event, and other volunteer events.
Coordinate events related to communications including social media.
Coordinate all logistics of all board meetings and events.
Manage/Achieve meeting in minutes.
Act as primary point of communication for the president’s office to all board members for all.