Executive Assistant to Chief of External Affairs

3 weeks ago

Chicago, Illinois, United States Interfaith America Full time
About Us

Interfaith America is a national nonprofit organization based in Chicago. We believe that religious diversity is a foundational American strength, and we are building a nation that achieves that promise for the common good. Our mission is to inspire, equip, and connect organizations and leaders to unlock the potential of America's religious diversity.

About This Position

The Executive Assistant will provide high-level executive assistance to the Chief of External Affairs & CFO and the Vice President of External Affairs. We're looking for this position to optimize and prioritize these executives' time through the following responsibilities.

Responsibilities:
  • Manage dynamic calendars of appointments and travel for the executives, scheduling internal and external meetings and responding to internal and external requests for meetings in a timely and respectful manner.
  • Serve as a 'gatekeeper' for the executives' schedule, communicating directly and on behalf of the executives with donors, VIP partners, media contacts, Interfaith America staff, and others on meeting requests from Interfaith America and responding to invitations from external partners.
  • Prioritize conflicting needs of the executives' time to ensure that their time is deployed strategically.
  • Work closely and effectively with the executives to keep them well-informed of upcoming commitments, calendar obligations, weekly to-do items, and follow up appropriately.
  • Arrange complex and detailed travel plans for the executives, including all logistics, itineraries, bios of meeting participants, agendas, and other materials for related meetings.
  • Liaise with appropriate team members in preparation for trips, ensuring smooth and managed travel.
  • Assist with follow-up and other action items after trips conclude.
  • Provide flexible administrative support to external consultants and advisors on a case-by-case basis.
  • Assist in planning and coordination of events, such as conference receptions and convenings, as assigned.
  • Oversee budgets and provide quarterly reports to the executive on their budget status.
  • Coordinate with the Director of the Executive Office to schedule time for the executives to meet with the Founder and President.
  • Create and format presentations in PowerPoint.
  • Copyedit and proofread materials.
  • Research various programmatic topics for the executives.
  • Draft correspondence and memos on behalf of the executives.
  • Maintain updated contacts and upload email correspondence in Salesforce for the executives, finding ways to optimize ongoing engagement with VIPs, prospective funders, and more.
  • Process reimbursements for executives and others as assigned, complete credit card reconciliations, and submit check requests.
  • Support the executives with personal affairs when necessary.
Required Qualifications:
  • Bachelor's degree
  • 3-5 years of Executive Assistant experience
  • Ability to balance and prioritize multiple ongoing projects from multiple stakeholders
  • Ability to meet deadlines and work well under pressure
  • Excellent communication skills and versed in communicating with VIPs
  • Proven client service skillset
  • Strong attention to detail
  • Strong competence in Microsoft Office (Word, PowerPoint, Excel)
  • Willing to learn and utilize organization-wide constituent relationship management software (Salesforce)
  • Authorization to work in the United States
Preferred Qualifications:
  • High level of religious literacy and fluency in diversity, pluralism, and inclusion
Competencies:
  • Relationship Building - Being able to connect with others (internally and externally) to form positive working relationships.
  • Project Management - Aptly leading, planning, and executing project or pieces of a project, ensuring all project members are staying within timelines and budgets.
  • Results oriented - Ability to complete multiple assigned tasks across multiple program and project areas with a high level of excellence, attention to detail, and within assigned deadlines.
  • Adaptability - Adapting to change within the organization, programs, and projects with grace and a positive attitude.
  • DEI Cultural Competency - Ability to understand, appreciate, and interact effectively with people from cultures, identities, lived experiences, or belief systems different from one's own.
  • IA Theory and Methodology - Ability to explain and engage constituents in Interfaith America's theory and methodology in a way that resonates with that constituent, and they understand our work within their own context.
Supervisor:

Vice President of External Affairs

Leadership Level:

Manager (non-supervisor)

Location:

Working from our Chicago Loop office 3-4 days per week at 141 W Jackson Blvd. #3200 Chicago, IL 60604

Hours:

Occasional evening and weekend hours will be required to address travel or other timely executive responsibilities

Compensation:

$65,000 - $75,000 annually

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