Title: Executive Assistant
FLSA Status: Salary, Exempt
Department: Administration
Reports To: Director, People and Operations
Organization Overview
Chicago Cares is redefining volunteerism. We are committed to community-driven service: service co-designed in partnership with Chicago’s most impactful community leaders and organizations on the south and west sides. We serve “with” not “to”.
Through community-driven service, we build connections and bridges among diverse people in the face of great division and disconnection. Our work to change hearts and minds isn’t a luxury right now. It is a necessity for a just society. We can’t legislate our way to caring about one another. We must do it person by person.
Service can help us build the city we all deserve. It can be a force for a more caring and just society. Chicago Cares is building the empathetic and connected community that is required for an inclusive and healthy city.
Essential Duties & Responsibilities
Executive Leadership Team Support Responsibilities:
· Executive Leadership Team Support: Provide clerical, logistical and project management support to the Executive Leadership Team as requested.
o Clerical support: support calendar scheduling, expense reporting and submissions, mailing letters and packages, note-taking, documentation, and filing/file infrastructure (S Drive and SharePoint), and transcriptions and duplications.
o Meeting and events logistical support: room booking, food ordering, reservation making, correspondence, calendar items, reminders, deliveries, supply procurement, etc.
o Project management: support project management on key organizational priorities as advanced by the Executive and Senior Leadership teams, as requested. Provide exceptional logistics on projects managed.
· Operational Planning and Execution: Participate in departmental specific strategic planning, budgeting, and evaluation processes to inform organizational strategy and action plans. Contribute to efforts to set annual administrative and shared expense projections, conduct regular reforecasts, and help manage expenses to the annual budget.
Board Operations Responsibilities:
· Board Infrastructure Support: Provide clerical, logistical and process management support for the execution of board-related activities, as requested.
o Board communications: scheduling, confirmations, pre-materials, post follow-up.
o Logistical support: room booking, food ordering, reservation making, etc., correspondence, calendar items, reminders, deliveries, supply procurement, etc.
o Clerical support: create and maintain paper and electronic personnel file and files related to board matters, including the board lists and pledge commitments.
o Process management: manage board onboarding and offboarding activities, including organizing sessions and meetings, communicating with new board members, managing materials and supplies, inclusive of the board manual and related documents. Provide exceptional logistics based on activity type.
· Board Events Support: Provide logistical, correspondence and evaluation support for board of director’s special and annual events (in-person and remote), as requested.
o Logistical support: room booking, food ordering, reservation making, etc.
o Event-specific correspondence and deliveries: calendar items, reminders, deliveries, supply procurement, etc.
o Evaluation: Participate in the evaluation and evolution of activities.
o Teams: manage inter-departmental teams, as required based on the type of event.
Relationship Management Responsibilities
· Interdepartmental Collaboration: Support and lead interdepartmental teams as they relate to Executive and Board strategies. Participate in cross-departmental committees and task forces, as requested and appropriate.
Organizational Leadership
· Advance brand identity by reinforcing strategic messages and organizational values.
· Ensure the economic viability of activities.
· Participate in, support and steward fundraising activities and events.
· Contribute to and execute on strategic vision and plans.
· Represent Chicago Cares at external functions, including local, regional, and national forums on service and volunteerism.
· Participate in cross-departmental leadership activities. Develop a strong, responsive, and collaborative relationship with departmental leadership across the organization to effectively align operational priorities to the needs of other departments.
· Provide support for large projects and special events, including event planning and implementation assistance.
Complete other duties as assigned.
Competencies
· Cultural competence, a commitment to advancing equity and the practice of anti-racism. Emotional intelligence and diplomacy.
· Strong relationship development and management to ensure when exposed to tension, relationships with staff, partners, volunteers, and vendors persist.
· Accountability, transparency and candor, a willingness to say and hear no, to take feedback productively and engage productive conflict.
· Strategy, influence and negotiation as advisor, pusher, and strategic risk-taker.
· End-user design and project management, ensuring projects are designed and managed with the end user/end goal in mind.
Requirements
· A 2-year proven track record in executive support and/or board operations.
· Demonstrated commitment to service, civic engagement, and/or social justice. Desire to support and nurture programs that connect people, communities, and causes.
· Demonstrated experience in business, office administration and/or administrative support.
· Excellent project management skills, including ability to manage multiple assignments with ability to prioritize and meet deadlines.
· Ease and experience working with individuals and groups from diverse cultural, ethnic, and geographic backgrounds. Ability to practice creativity and flexibility.
· Excellent PC and desktop application skills, including Microsoft Suite, Office 365, SharePoint and Teams.
· Ability to take initiative, work independently, meet deadlines, and handle multiple projects in a rapidly changing, agile environment – including interruptions and adjustments to priorities.
· Excellent written, verbal and interpersonal communication skills.
· Excellent collaboration skills, including the ability to navigate conflict, hold others accountable productively, delegate effectively and structure group processes.
· Ability to maintain a flexible schedule that may require work outside of traditional hours, including the ability to work occasional evenings and weekends.
· Ability to adjust to various physical and environmental conditions as the position may require (computer work, sitting or standing for long periods of time, etc.)
Salary and Benefits
This is a part-time, exempt position with a salary range of $28,000 - $32,000 per year based on candidates preferred skills and experience.
Benefits include:
· Flexible work schedule.
· Remote work environment – Position works primarily remote; however, position may require in person meetings with partners and staff as well as in person project support.
· Access to 401(k) retirement plan after three months with a 4% employer match.
· Generous paid time off, wellness days and holiday pay.
· Two all staff, paid, wellness weeks where office is closed.
Application Instructions
E-mail resume with cover letter to: jobs@chicagocares.orgwith the job title in the subject line. No telephone inquiries accepted.
Vaccination Status
In the spirit of caring for one another and our community, please note that upon accepting an offer of employment from Chicago Cares, you will be required to share proof of a Covid-19 vaccination. The requirement is subject to accommodation in compliance with applicable laws and regulations.
Position Location
This offer is contingent on the successful completion of the pre-employment process and compliance with Chicago Cares Residency Policy, which states: employees are expected to establish and maintain residency in the Chicago Metropolitan Region and maintain residency throughout their employment with Chicago Cares. The six-county Chicago Metropolitan Region includes the counties of Cook, DuPage, Kane, Lake, McHenry, and Will Counties.
Chicago Cares currently offices virtually and prioritizes flexibility, offering employees the ability to work from home and virtually to fulfill a portion of their job responsibilities. However, each employee has an-in person expectation for their position: particularly for work that is relational, place-based, and hyper-local here in Chicago. The number of in person days will be based on the projects you are assigned.
OUR COMMITMENT TO EQUITY
Chicago Cares is committed to a community driven, anti-racist approach to service and integrating diversity, equity, and inclusion meaningfully into our practices, structures, and culture. We are an equal opportunity employer and do not discriminate based on race, sex, religion, national origin, gender identity or expression, sexual orientation, disability, age, or any other category protected by applicable local, state, or federal laws. We strongly encourage all interested candidates including all interested Black, Latinx, Indigenous, and others who identify as nonwhite, people with disabilities, members of the LGBTQIA+ community, and those with lived-experience with racism and/or misogynoir to apply for this role.
June 2023
Job Type: Part-time
Pay: $28,000.00 - $32,000.00 per year
Work Location: Remote
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