Executive Assistant
3 weeks ago
Executive Assistant -
Our Higher Education / Nonprofit client is seeking a Executive Assistant to join their team on a CTH basis. They are looking for a candidate who has a strong background in nonprofit or high education and are interested in working in a professional environment. Apply today
Location: Chicago, IL
Schedule: hybrid
Type: CTH
Pay: $30 - $35 hourly
Hours & Lunch: 8:30am - 5:00pm
Main Duties & Responsibilities:
Position Responsibilities include, but are not limited to:
- Prepare, modify, and proofread documents, including meeting agendas, meeting materials, correspondence, articles, reports, and memos.
- Submit, reconcile, and track departmental expense reports and invoices.
- Coordinate executive travel and ensure smooth travel experience.
- Assist with calendar management, schedule meetings/appointments, and related materials.
- Opens and distributes mail for the department; handles outgoing mail.
- Answers and screens telephone calls, takes messages, and redirects calls as appropriate.
- Design power point presentations, various marketing materials, PDF documents, and board meeting materials.
- Coordinate logistics, catering, and execution of meetings and special events.
- Prepare daily calendars and print meeting materials for the President and Chief of Staff on days they are in the office. Create PDF packets of materials for their remote days.
- Assist the Manager of Board Affairs with projects and coordination of System-wide Board of Trustees and governance activities.
- Interfacing with executive-level professionals including the President, executive leadership, Board Members, as well as internal and external constituencies.
- Being comfortable learning and adapting to new technology to help accelerate the team’s performance.
- Continually seek to identify and employ methods to improve existing processes or solve complex problems.
Position Requirements:
- High level of reliability, discernment, and commitment to maintain confidentiality.
- High attention to detail is a must.
- Must be responsive, quick-thinking, collaborative, demonstrate a willingness to learn, and possess an innate ability to anticipate and respond to issues.
- Must be able to adapt to a fast-paced and changing environment while maintaining a positive attitude.
- Must possess advanced knowledge/skills in Microsoft Office including Word, Excel, PowerPoint, OneDrive, Office 365 Suite, and Microsoft Outlook, understanding automation tools and advanced technology a plus.
- Understanding of various programs such as, Microsoft Teams, Zoom, Diligent Boards, Concur, Workday, Vimeo, Adobe PremierPro and Canva considered a plus. Must be willing to learn these applications.
- Excellent written communication skills with consistent application of correct spelling, punctuation, and grammar for preparing and proofreading various documents and reports, including drafting and editing executive facing deliverables.
- Ability to multi-task and maintain a high level of productivity and efficiency.
- Ability to manage immediate requests and regular job duties with a sense of urgency.
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