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Executive Assistant

3 months ago

Chicago, United States NAMI Chicago Full time
Type: Full Time
Reports To: Chief Executive Officer (CEO) / Chief Operating Officer (COO)/ Chief Growth Officer / Chief Program Officer

Office Location: 1801 W. Warner, Suite 202, Chicago IL; required in-office minimum of 3 days per week (hybrid work policy subject to change) Office location moving to 224 W. Hill St, Chicago, IL in Fall 2024

Background:

Guided by the experiences of those living with mental health conditions and rooted in equity, NAMI Chicago educates to fight stigma and discrimination, fiercely advocates for our community, and shares hope, connection and expertise with people on their mental health journey. NAMI Chicago seeks to fill gaps in Chicago's mental health system, with an intentional emphasis on serving underrepresented populations and breaking down barriers to care.

Who We Are Looking For:

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our C-Suite executives. The successful candidate will play a crucial role in ensuring smooth and efficient operations within the executive team, managing schedules, coordinating meetings, handling communication, and assisting with various administrative tasks. This position requires a high level of confidentiality, professionalism, and the ability to multitask in a fast-paced environment.

Essential Functions & Responsibilities:

Executive Support:
  • Provide comprehensive administrative support to C-Suite executives, including the CEO, CGO, COO and CPO.
  • Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Conduct research, compile data, and prepare reports for consideration and presentation by executives.
  • Act as a point of contact between executives and internal/external stakeholders.
Meeting Coordination:
  • Schedule and coordinate meetings, conferences, and events.
  • Prepare agendas, materials, and minutes for meetings.
  • Ensure meeting rooms are properly set up and equipped with necessary materials and technology.
Communication:
  • Screen and direct phone calls, emails, and other communications.
  • Draft and distribute internal and external communications on behalf of C-Suite executives.
  • Handle confidential information with discretion and maintain a high level of professionalism.
Administrative Tasks:
  • Organize and maintain files, records, and documents.
  • Process expense reports, invoices, and reimbursements.
  • Monitor and order office supplies as needed.
  • Assist with special projects and perform other duties as assigned.
Requirements

Qualifications & Requirements:

Education and Experience:
  • Bachelor's degree in Business Administration, Communications, or a related field preferred.
  • Minimum of 3 years of experience as an administrative assistant, preferably supporting C-Suite executives.
Skills and Abilities:
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle multiple tasks and prioritize effectively.
  • High level of discretion and confidentiality.
  • Strong attention to detail and accuracy.
  • Professional demeanor and appearance.
  • Ability to work independently and as part of a team.
  • Flexibility and adaptability to changing priorities and demands.
Available Benefits:
  • Compensation range begins at $60,000/year
  • Medical, Dental and Vision benefits
  • Company Sponsored Life and AD&D Insurance
  • Unmatched 401k Program
  • Company sponsored wellness activities