Executive Assistant (Chicago / Hybrid)

• Manages and performs administrative functions for the chief officers, including but not limited to scheduling meetings, maintaining Outlook calendar, planning travel arrangements, managing expense reports, reconciling department budgets and proofreading correspondence, contract approval, expense reports, check requests, meeting logistics and ordering supplies.
• Anticipates needs, moves with agility and provides solutions when suitable, to facilitate effective and smooth transitions for the Chief Marketing and Communications Officer and the Chief Health, Research and Evaluation Officer. Monitors scheduling changes and conflicts and proactively provides suggestions or initiates scheduling changes to address conflicts and changing priorities.
• Supports and assists with department meetings via scheduling, ordering food, set-up, taking notes, providing follow up summaries and other general support functions.
• Communicates on behalf of the Chiefs directly with partners, vendors, staff, internal departments and others. Establishes relationships with executive administrative staff for donors, Board members and other key constituencies.
• Researches, prioritizes and follows up on issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
• Provides a bridge for smooth communication between executive’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with management and staff.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion.
• Participates with the head of the departments on select conversations and serves as trusted confidante to facilitate completion of deliverables and assignments.
• Undertakes and assists with special projects and event coordination as needed.
• Other duties as assigned.

Required Experience and Qualifications:

• A minimum of 3+ years’ experience supporting senior level executives in a fast-paced environment with multiple stakeholders.
• Demonstrate success in the development of the c-suite agendas; scheduling; handling of routine correspondence; and other administrative support functions as required.
• Demonstrate an intermediate to advanced level of proficiency with Microsoft Office Suite and Outlook applications with the ability to quickly learn other applications.
• Exhibit a high degree of professionalism, trustworthiness, attention to detail and a demonstrated ability to handle highly confidential information.
• Demonstrate ability to manage multiple overlapping priorities, coordinate across teams, and meet competing deadlines, including during peak periods of activity, while maintaining accuracy, organization and timely follow-through.
• Ability to work independently and meet deadlines while managing multiple tasks and changing priorities. Must be able to react to time-sensitive matters as well as manage complex, longer-term initiatives.
• Strong interpersonal skills with proven ability to succeed through positive influence and persuasion.
• Demonstrated ability to learn, use and work proactively with technology for problem solving and driving efficient work works stream. For example: Travel and Expense report system, presentations, calendar, consolidation convenings’ feedback, etc.