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Executive Assistant, Chicago, IL (Hybrid)

Executive Assistant, Chicago, IL (Hybrid)

Outstanding Chicago-based Non-profit is seeking an Executive Assistant to support the President and Executive Vice President. This is a highly visible role, and you must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

You will serve as a key point person to communicate with staff on certain issues when directed to do so. The person in this role must be able to work independently on projects, from conception to completion, and work under pressure at times to handle a wide variety of activities and confidential matters with discretion. A positive attitude, flexibility, and team working abilities are critical.

This is a Temporary to Hire Opportunity.

Responsibilities

  • Administrative responsibilities for the executives for their appointments, meeting preparation, expense reports, travel coordination, itineraries, agenda, correspondence, and managing confidential information.
  • Prepares basic briefing materials, including bios of meeting attendees, advance information provided by the meeting attendees, and other pertinent background information.
  • Coordinates and develops a rapport with other Executive Assistants, internal and external, to manage complex schedules and tasks.
  • Acts as a gatekeeper for all requests and communication both internally and externally.
  • Communicates directly, and on behalf of the executives when requested.
  • Follows up on outstanding issues, prioritizes and researches, as necessary, important items, including those of a sensitive or confidential nature.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks as needed.
  • Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures and ambiguity.
  • Work with the Director to schedule meetings and confirm locations for important company meetings.
  • Provide meeting support including tracking attendance, passing out name tags, and providing directions and assistance to attendees.

Ideal Experience

  • Bachelor’s degree with 8+ years of experience supporting C-Level Executives, non-profit experience is ideal.
  • Expert in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
  • Outstanding written and verbal communication skills. Must feel comfortable with the written language, reviewing documents, and editing materials.
  • Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with members, staff, and external partners.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team player, with the ability to also be extremely effective independently.
  • Forward-looking thinker, who actively seeks opportunities and proposes solutions.

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