Executive Assistant to CEO

4 weeks ago

Chicago, United States HAYMARKET CENTER Full time

Description:
**Haymarket Center** has emerged as a leader in the field of addictions and behavioral health treatment. We have done this through our evidence based interventions and state of the art programming geared towards strong outcomes. Our theme that captures the spirit of Haymarket Center in 2017 and beyond is "Focus on Success." The message behind Focus on Success is one of participation by every Haymarket Center employee. Together, we are creating a company where teamwork and collaboration enable us to succeed, both individually and collectively. Haymarket Center is the largest not-for-profit community-based adult detoxification, residential, and outpatient substance abuse treatment facility in Chicago. Haymarket Center has continued to grow into a comprehensive alcohol and other drug treatment organization, licensed by the state of Illinois, which receives funding from the private sector, as well as city, county, state and federal agencies. The treatment programs are accredited by the Commission on Accreditation for Rehabilitative Facilities (CARF).

**Work Summary**:
Reporting directly to the President and CEO, the Executive Assistant will assist the CEO in managing their professional responsibilities across internal, external, organizational and public service involvements. The Executive Assistant serves as a liaison to the Board of Directors and senior administrative team. The ideal individual exercises good judgment in a variety of situations, possesses strong attention to detail, has solid written and verbal communication skills as well as exceptional administrative and organizational skills. This person must have the ability to work well under pressure, balance multiple priorities and work independently on projects.

**Essential Functions**:

- Completes a broad variety of administrative tasks for the President & CEO including managing an active calendar of appointments, composing and preparing correspondence, arranging travel plans and compiling documents for meetings.
- Works closely and effectively with the CEO to keep them informed of upcoming commitments and responsibilities, follow up appropriately.
- Takes meeting minutes for administrative meetings. Follow up on assignments given to management staff.
- Compiles Haymarket Center newsletters.
- Administers the calendar of monthly board meetings, manages board materials, compiles and distributes monthly board books and takes meeting minutes.
- Proofreads correspondence for accuracy.
- Maintains ongoing detailed familiarity with the CEO's projects and issues.
- Responds to complex inquiries for information from physicians and staff and refers them to other staff where appropriate.
- Researches, compiles and analyzes data for reports and other projects timely and accurately.
- Prepares and maintains the CEO's expense reports.
- Additional duties and responsibilities as required.

**Internal Contacts**

All departments within the Center.

**External Contacts**

Board members, elected officials and outside vendors.

**Requirements**:
**QUALIFICATIONS**
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build and maintain positive working relationships with stakeholders, including staff, board members, external partners and donors
- Strong written and verbal skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- Proven ability to handle confidential information with discretion, manage projects with competing priories and demonstrate the highest level of customer/client service and response.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.

**SKILLS, EDUCATION AND EXPERIENCE**
- College graduate or equivalent.
- Minimum of at least six years of increasingly responsible office/clerical and administrative support experience involving frequent public contact.
- Must have excellent computer skills and be very proficient in Microsoft Office (Outlook, Word, Excel and Power Point) and Adobe Acrobat.
- Must be able to compose correspondence independently; compile and maintain complex and extensive records and files; analyze situations carefully and adopt effective courses of action; and understand and carry out oral and written instructions.

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