Dermatology Foundation- Executive Assistant, Office Management and Executive Affairs

2 months ago

Evanston, United States Nonprofit HR Full time
Job DescriptionJob DescriptionPOSITION SUMMARY
The position serves as the executive assistant to the executive director and assistant in the operations and management of the Foundation's business and executive affairs.

The Executive Assistant serves as the primary point of contact for the Foundation and assists and coordinates the daily administrative functions to effectively and efficiently manage the office's needs. The Executive Assistant is chiefly responsible for providing comprehensive administrative support to the management team and plays a pivotal role in facilitating the executive affairs of the Foundation.

Working closely with the Executive Director (ED), the Executive Assistant offers staff support to the Board of Directors, Advisory Council, and other key committees. This position is integral to the overall operation of the Foundation, maintaining daily contact with staff, committee and board members, and volunteers and managing various projects. The Executive Assistant's contributions significantly impact the Foundation's effectiveness and success.

ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Executive Support – Provides administrative and project support for the ED and Deputy Executive Director (DED).
 
  • Board of Directors and Advisory Council – Assist the Executive Director in planning and coordinating governance meetings, including organizing meeting and conference call arrangements, coordinating the development of all meeting materials, and maintaining related files.
 
  • Accounting and Investment Support – Assist the ED and DED with accounting and administrative investment responsibilities. Share and maintain records as needed and adhere to the Foundation's accounting procedures and processes protocol for tracking and storing information.
 
  • Data Maintenance – Manage and update the Foundations Neon database, including member records, to ensure they are current.
 
  • Office Administration and Ad Hoc Projects – Serve as the first point of contact for all telephone calls to the Foundation. Ensure office equipment is maintained and serviced. Maintain office procedures and complete ad hoc special projects to support the Foundation's mission.
 
  • Meeting/Special Event Planning and Coordination – Coordinate vendor and hotel arrangements for meetings and events. Collaborate with staff to plan and implement small meeting arrangements, including managing the Foundation's exhibit booth.
 
  • Maintains DF Assets and Files – Keep accurate records of historical photos, files, Board documents, and other ancillary documents.

QUALIFICATIONS, KNOWLEDGE, AND SKILL REQUIRED
 
  • A high school diploma or equivalent, including a minimum of ten (10) years of proven experience as an executive assistant supporting executive leaders, preferably in a nonprofit setting; a college degree is preferred.
  • Demonstrated entrepreneurial drive and proven ability to be self-motivated to learn, grow, and succeed. Ability to work independently with minimal direction, quickly learn systems, processes, and procedures, promptly assimilate information, and build solutions to balance the business needs of the Foundation.
  • Presents a positive, professional image of the Foundation by delivering and maintaining high customer service and quality standards when interacting with staff, volunteers, members, and committee members.
  • Highly effective interpersonal and communication skills, including communicating orally, writing, and presenting effectively and concisely to various audiences, including management, staff, and Boards of Directors.
  • Demonstrated competencies in proofreading, writing, listening, and communication skills.
  • Proven experience managing multiple projects and meeting deadlines, as well as the ability to organize a daily workload by setting priorities, using a proactive approach to problem-solving with solid decision-making skills and competencies, and maintaining the confidentiality of information encountered during duties.  
  • Serves as a collaborative team member, supporting the Foundation's mission and policies and exhibiting a willingness to work with all stakeholders to achieve broad organizational goals.
  • Outstanding follow-up, attention to detail, organizational skills required, and appropriate judgment in day-to-day responsibilities.
  • Demonstrated technical proficiency and skill at working in CRMs, Microsoft Office Suite, and Adobe preferred.

REPORTS TO:  Executive Director

ADA SPECIFICATIONS
This position is mainly sedentary in nature; however, one must possess the ability to speak, hear, see, write, and use a computer and related software programs. Local or national travel is periodically required and may require some longer weekday/weekend commitments to accomplish related business projects or meet deliverables. The position is based in an IL office, and the incumbent must reside in the area. The noise level in the office is generally quiet.The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all required duties, responsibilities, and skills. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary.
 


Our Commitment to Diversity, Equity, Inclusion & Belonging

Nonprofit HR is committed to fostering and maintaining a work environment where diversity, equity, and inclusion (DEI) are fully integrated into everything we do for the benefit of our employees and the clients that we serve. To fully realize our goal, we prioritize our understanding of the complexities of DEI within our workforce to inform our approach to talent management. We believe that this guides how we do our work, advise our clients to operationalize DEI and position our content and educational opportunities help strengthen the talent management capacity of the social impact sector.

Continue reading our about our commitment at nonprofithr.com/deinow.

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