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Executive Assistant to the Chief Executive Officer

2 months ago

Chicago, Illinois, United States Marillac Stt Family Services Inc Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to provide administrative support to our Chief Executive Officer (CEO). The successful candidate will be responsible for managing the CEO's schedule, coordinating meetings and events, and providing high-level administrative support to the CEO and other senior staff members.

Key Responsibilities
  • Executive Support
    • Act as the primary point of contact between the CEO and internal and external stakeholders.
    • Manage the CEO's calendar, scheduling appointments, meetings, and light travel arrangements.
    • Provide high-level administrative support and assistance to other assigned leadership staff.
    • Perform clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.
    • Order, coordinate delivery and setup of food for meetings and events.
    • Prepare and organize materials for meetings, presentations, and reports.
    • Handle and prioritize incoming emails, phone calls, and correspondence on behalf of the CEO.
    • Manage the CEO's credit card transactions, ensuring accurate records of expenses.
    • Maintain an organized filing system for important documents, records, and reports.
  • Board Liaison
    • Serve as a liaison between the CEO and the Board of Trustees and Committee Chairs.
    • Coordinate and schedule quarterly Board of Trustees and Committee meetings, ensuring timely distribution of materials and agendas.
    • Prepare and distribute meeting minutes and action items to the Board of Trustees and Committee Members.
    • Draft and prepare official board resolutions for board meetings and corporate decision-making.
    • Maintain board records, including bylaws, resolutions, and official documents.
    • Facilitate communication and collaboration between the CEO and board members.
  • Annual Board Meeting
    • Coordinate the Annual Board meeting, ensuring the preparation of all logistics and materials.
    • Organize catering for annual board meetings, considering the preferences and dietary restrictions of board members.
    • Coordinate IT requirements for meetings, ensuring technology is functional and accessible. Troubleshoot technical issues as needed during meetings.
  • Project Management
    • Manage strategic projects on behalf of the CEO, including research, planning, and execution.
    • Collaborate with the Senior Leadership Team to drive project goals and objectives.
    • Prepare regular project status reports for the CEO.
    • Utilize technology and project management systems to help manage critical projects for the CEO's office.
  • General Office Management
    • Maintain an organized and efficient office environment.
    • Assist with general administrative tasks as needed.
Requirements
  • Minimum Bachelor's degree in business administration or a related field.
  • At least five years of experience as an executive assistant, board liaison, or project manager, preferably in an executive-level environment.
  • Exceptional organizational and time-management skills.
  • Strong interpersonal and communication skills, both written and verbal.
  • Proficiency in office productivity software (e.g., Microsoft Office Suite).
  • Experience in project management, including project planning, execution, and reporting.
  • Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
  • Strong problem-solving and decision-making abilities.
  • Elevated level of professionalism, discretion, and ethical conduct.
  • Cultural competencies working in a diverse workplace environment.