Executive Administrative Assistant

3 weeks ago

Schaumburg, United States FOAC Full time
Job DescriptionJob Description

Job Title: Executive Administrative Assistant

Position Overview:

We are seeking a proactive and highly organized Executive Administrative Assistant to provide comprehensive support to our executive team in a dynamic non-profit organization with over 200 members. The primary focus of this role is to assist the President, Vice President, Treasurer, and other board members in achieving organizational goals by managing administrative tasks, fostering vendor relationships, and ensuring smooth communication both internally and externally.

Responsibility Requirements:

· Assist the President, Vice President, Treasurer, and other board members with special projects.

· Schedule meetings and appointments for board members, ensuring efficient use of their time.

· Organize and manage all organizational events, including coordination with special project committees.

· Build and maintain strong relationships with vendor partners by contacting new and existing vendors.

· Coordinate meetings with vendors via zoom to discuss collaboration opportunities.

· Update the organization's website and mobile app with relevant information and updates.

· Send out communication to franchisees in a timely manner, keeping them informed of important developments.

· Handle all bookkeeping duties, including invoicing, collections, and financial record-keeping.

· Arrange travel accommodation for board members as needed.

· Administer board and committee meetings, ensuring all necessary preparations are made and documentation is provided.

· Maintain and cultivate relationships with franchisees, ensuring effective communication and collaboration.

· Communicate regularly with SEI to receive updated lists of Zone store information and new changeovers.

· Work with SEI, NCASEF and local FOAs on major events to gather RSVPs and attendee information.

· Coordinate with the newsletter editor to ensure timely publication of the organization's newsletter.

· Follow up with vendors promptly to obtain advertisements for the newsletter.

Responsibilities for Executive Support:

· Manage executive calendars, scheduling meetings, appointments, and travel arrangements.

· Prepare and distribute correspondence, memos, reports, and presentations on behalf of the executive team.

· Facilitate communication between executive team members and internal/external stakeholders.

· Assist in the planning and execution of meetings, events, and fundraisers.

· Conduct research and compile data as needed for various projects and initiatives.

· Maintain confidentiality and discretion when handling sensitive information.

· Perform general administrative tasks, such as filing, photocopying, and organizing office supplies.

· Collaborate with other team members to support overall organizational objectives.

· Scheduling food sanitation classes with an instructor and managing.

· Manage all FOAC events.

Requirements:

· Proven experience as an executive administrative assistant or similar role, preferably in a non-profit organization.

· Excellent time management and organizational skills, with the ability to prioritize tasks and meet deadlines.

· Strong written and verbal communication skills, including professional phone etiquette.

· Proficiency in Microsoft Office Suite and other relevant software applications.

· Ability to handle sensitive information with discretion and confidentiality.

· Exceptional attention to detail and accuracy.

· Flexibility and adaptability in a fast-paced environment.

· Travel locally and nationally to meet new vendors and support board members as needed.

· Bachelor's degree or equivalent experience preferred.

Benefits Package:

· Competitive salary commensurate with experience

· Health Insurance Reimbursements.

· Paid Time Off (PTO): Including vacation days and holidays.

· Flexible Work Arrangements: Such as remote work options or compressed workweeks.

· Professional Development: Including opportunities for training, workshops, and conferences.

· Travel Benefits: Such as fully paid airfare and hotel accommodation, parking reimbursements when traveling for the organization.

If you meet these requirements and are passionate about supporting a non-profit organization in achieving its mission, we encourage you to apply for this position.

Company DescriptionThe 7-Eleven Franchise Owners Association of Chicagoland (FOAC) was formed by Illinois, Indiana and Wisconsin 7-Eleven franchisees in 1980 and has provided limitless help and assistance to many 7-Eleven franchisees for more than 32 years. We are effective because of our membership size (more than 300 members) and talent. We share a dream: a future that includes a 7-Eleven trademark that gains greater value each and every year, and an enjoyable lifestyle for all franchisees. By working together, we can successfully achieve these goals.

You’d be amazed at the power of numbers. Our strength is derived from our unity.

Whether you just franchised or have been in the system for decades, we’d like to urge you to join the FOAC. This is a great way to meet other 7-Eleven franchisees, get to know them, brainstorm ideas together and develop lasting friendships.

FOAC is an effective communication and representation organization run by and for franchisees. FOAC is franchisee-directed, with regularly-held meetings involving all levels of 7-Eleven management to discuss issues, solutions, new promotions and ideas.

Membership in the FOAC is $5 per month per store.

FOAC members have an open invitation to attend all board meetings as well as run for a position on the board.

The FOAC is an active member of NACS, National Association of Convenience Stores.

FOAC supports worthwhile charities that help our communities and strengthen the 7-Eleven brand name community image. We have continuously supported local organizations such as the Lurie Children’s Hospital of Chicago as well as others.

FOAC holds regular meetings with 7-Eleven management and vendors to develop programs and discuss issues of importance to 7-Eleven franchisees.

Our association provides frequent communication to keep you informed. We publish a monthly newsletter which is filled with important and interesting articles about our business.

Members gain access to FOAC Legal Services and information.

Our members are invited to attend many exciting events, including general meetings, parties, educational events, trade shows, and the FOAC charity golf outing.

FOAC belongs to the National Coalition of 7-Eleven Franchisees, a national organization that addresses matters of current and future importance to franchisees. This membership also includes the opportunity to attend the National Coalition Annual Convention. We pay membership dues of $15 quarterly on behalf of each FOAC member.

FOAC members work together to improve the Accounting/RIS systems, Merchandising programs and CDC programs to make them more beneficial for franchisees and management.

FOAC board members are always available to answer questions or assist you with any problems you may have. All board members are current franchisees and they have extensive knowledge to share with you to make your franchised store(s) successful.Company DescriptionThe 7-Eleven Franchise Owners Association of Chicagoland (FOAC) was formed by Illinois, Indiana and Wisconsin 7-Eleven franchisees in 1980 and has provided limitless help and assistance to many 7-Eleven franchisees for more than 32 years. We are effective because of our membership size (more than 300 members) and talent. We share a dream: a future that includes a 7-Eleven trademark that gains greater value each and every year, and an enjoyable lifestyle for all franchisees. By working together, we can successfully achieve these goals.\r
\r
You’d be amazed at the power of numbers. Our strength is derived from our unity.\r
\r
Whether you just franchised or have been in the system for decades, we’d like to urge you to join the FOAC. This is a great way to meet other 7-Eleven franchisees, get to know them, brainstorm ideas together and develop lasting friendships.\r
\r
FOAC is an effective communication and representation organization run by and for franchisees. FOAC is franchisee-directed, with regularly-held meetings involving all levels of 7-Eleven management to discuss issues, solutions, new promotions and ideas.\r
\r
Membership in the FOAC is $5 per month per store.\r
\r
FOAC members have an open invitation to attend all board meetings as well as run for a position on the board.\r
\r
The FOAC is an active member of NACS, National Association of Convenience Stores.\r
\r
FOAC supports worthwhile charities that help our communities and strengthen the 7-Eleven brand name community image. We have continuously supported local organizations such as the Lurie Children’s Hospital of Chicago as well as others.\r
\r
FOAC holds regular meetings with 7-Eleven management and vendors to develop programs and discuss issues of importance to 7-Eleven franchisees.\r
\r
Our association provides frequent communication to keep you informed. We publish a monthly newsletter which is filled with important and interesting articles about our business.\r
\r
Members gain access to FOAC Legal Services and information.\r
\r
Our members are invited to attend many exciting events, including general meetings, parties, educational events, trade shows, and the FOAC charity golf outing.\r
\r
FOAC belongs to the National Coalition of 7-Eleven Franchisees, a national organization that addresses matters of current and future importance to franchisees. This membership also includes the opportunity to attend the National Coalition Annual Convention. We pay membership dues of $15 quarterly on behalf of each FOAC member.\r
\r
FOAC members work together to improve the Accounting/RIS systems, Merchandising programs and CDC programs to make them more beneficial for franchisees and management.\r
\r
FOAC board members are always available to answer questions or assist you with any problems you may have. All board members are current franchisees and they have extensive knowledge to share with you to make your franchised store(s) successful.

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