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Executive Assistant, Compliance Coordinator

3 months ago

Chicago, United States Balance Full time

ABOUT US

BALANCE is a nationwide non-profit organization committed to helping individuals and families overcome their financial challenges and meet their goals. Through local and national education and counseling programs we provide help and hope to families overwhelmed by debt, facing foreclosure, struggling to master their money, caught in a cycle of over-priced fringe financial services, or trying to purchase their first home. Additional information about us can be found at www.whyBalance.org

BALANCE offers a fun and collaborative environment with exceptional benefits for our employees which include medical, dental, vision, and life insurance; 401K, 3 weeks paid time off, plus paid federal holidays, an extensive training program, and more

POSITION SUMMARY

This role enhances the CEO and executive team's effectiveness through executive support, ensures coordination of organizational compliance with regulatory standards and drives project management of technology and systems. Key responsibilities include managing executive tasks, preparation of Board materials, managing and coordinating deliverables, and serving as a liaison to key stakeholders across the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administration (30%)

  • Maintains confidentiality with executive communications and sensitive company information.
  • Manage the CEO's appointment schedule, expense reports, meetings coordination, conferences, and travel, as well as coordinating calendars, logistics and associated travel for those attending executive meetings (C-Suite) and Board-related activities.
  • Handles schedules, correspondence, and various administrative tasks with accuracy to support senior executives (C-Suite) effectively.
  • Maintain meticulous attention to detail and confidentiality while prioritizing competing requirements.
  • Develop and utilize filing and retrieval systems; record meeting discussions (as needed).
  • Coordinate, attend and set up meetings; take minutes for C-Suite and Board Meetings.
  • Prepare and distribute quarterly Board Meeting packets.
  • Serve as a liaison for the CEO to other departments and committees.
  • Assist the CEO with ad-hoc industry research/analysis and driving deadline management across key organizational activities.
Compliance (35%)
  • Prepare and coordinate compliance deliverables to appropriate stakeholders, functional lead(s) and executive team member(s); handling any and all sensitive information with confidentiality
  • Manage compliance activities/deliverables calendar and pipeline, to ensure that all actions comply with communicated laws, regulations, and internal policies; requires meticulous attention to detail.
  • Manage Compliance "front-door" and serves as organizational gateway to coordinate and organize compliance documentation, audits, reports and stakeholder engagement across the entire organization.
  • Communicate compliance requirements and updates effectively to various stakeholders.
  • Manages time to ensure compliance deadlines and requirements are met.
  • Lead process to identify and mitigate compliance risks through corrective action plans.
  • Maintain comprehensive compliance records
Project Management (35%)
  • Manage assigned projects scope, schedules, and resources, necessitating precise tracking and attention to detail to meet associated goals and timelines.
  • Facilitates communication among relevant team members, stakeholders, and clients to ensure project alignment, progress and implementation.
  • Addresses project challenges and obstacles, finding solutions to keep the project on track; balances (multiple) project timelines and deadlines efficiently.
  • Collaborate with diverse teams and stakeholders to achieve project success, specifically focused on driving technology solutions and programs.
  • Manages time to ensure compliance deadlines and requirements are met.
  • Lead process to identify and mitigate compliance risks through corrective action plans.
  • Maintain comprehensive compliance records and documentation.
KEY SKILL SET
  • Excellent verbal and written communication skills.
  • Proactive and motivated with minimal supervision.
  • Promote a team culture with common goals.
  • Ability to manage and prioritize multiple tasks.
  • Professional handling of issues with diplomacy and tact.
  • Strong organizational and time management skills.
  • Strong executive support background, preferably in non-profits or finance.
  • Understanding of non-profit regulatory environment.
  • High level of integrity and ethical standards.
  • Strong analytical and problem-solving skills.
  • Ability to work independently and handle multiple projects simultaneously.
EDUCATION
  • Bachelor's Degree Preferred
WORK EXPERIENCE
  • Five years of Executive Assistance / Administrative support required.
  • Five years of product/program management lead.
  • Ability to engage senior stakeholders and coordinate key deliverables
  • Strong executive support background, preferably in non-profits or finance.
EQUIPMENT AND APPLICATIONS
  • Proficiency with Microsoft Office Suite and Visio preferred.
  • Knowledge of computer and telephone support.
  • Competence with standard office equipment.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
  • Prolonged periods of sitting at a desk, answering or making calls, and using a keyboard.
  • Viewing a computer monitor for extended periods.
  • Occasionally standing, walking, reaching, and stooping.
  • Lifting up to 30 lbs.
  • Exposure to low to moderate noise levels.
  • Travel up to 10%.