Executive Assistant to CEO & Liaison to Board of Directors (Part-Time)

Job Type

Part Time

Salary

Details: commensurate with experience

Published

05/25/2018

Address

700 East Grand Avenue
127
Chicago
Illinois
60611
United States

Description

The Executive Assistant is responsible for providing advanced and confidential administrative support to the President & CEO, liaise with Board of Directors, Board committees, and Management Committee, and provide impeccable communication and follow-up while managing multiple tasks. The Executive Assistant will be responsible for staffing the Board of Directors, with oversight and direction from the President & CEO and Vice President for Development as well as other members of the Management Committee, as appropriate.

 

PRINCIPAL JOB DUTIES AND RESPONSIBILITIES:

Assist President and CEO (50%)

  • Schedule meetings and handle associated reservations, meeting rooms, and/or hospitality. Ensure confirmation and proper follow up.
  • Manage calendar and contact files.
  • Answer phone and field inquiries; monitor voice and email; greet visitors.
  • Prepare correspondence and take initiative in follow-up.
  • Coordinate travel arrangements.
  • Process expense reports, P.O.s, and track and manage expenses/credit card.
  • Coordinate various events related to the President or Management Committee.
  • Liaise with professional organizations such as the Association of Children’s Museums, AAM.
  • Maintain subscriptions, organizational memberships and related payments, records, etc.

Support Board of Directors, Board Committees, and Advisory Board (35%)

  • Meeting management: preparation of agendas and materials, coordination and collection of minutes, hospitality, management of RSVPs/meeting reminders/attendance tracking, room reservations, tech needs and all other logistics, for:
  • Board of Director meetings (five meetings annually.)
  • Advisory Board meetings (three meetings annually.)
  • Board committee meetings, in support of staff liaisons (approx. twelve meetings annually.)
  • Miscellaneous meetings of the Board and related Board functions.
  • Manage all aspects of the Board portal (Basecamp.)
  • Schedule Board and Board committee meetings (each October for the following calendar year.)
  • Manage all Board contact lists, profile documents and biographical info. Coordinate change of Board information to appropriate groups/departments.
  • Handle scheduling for the President and the VP of Development for all Board-related meeting including one-on-ones with Board members and select individuals from the Development team.

       

Support Management Committee/other duties (15%)

  • Provide limited administrative support to the Vice President of Development, as appropriate.
  • Provide limited administrative support to the other members of the Management Committee, as appropriate.
  • Manage on-call schedule and contact information.
  • Manage routine communication such as weekly All Staff email and monthly Board update, etc.
  • Complete credit card/expense reimbursements for members of the management team.
  • Assist with special projects and/or other duties as assigned.
  • Attend and support Development fundraising events.

Professional Level

Professional

Minimum Education Required

Other

How To Apply

catherinep@chicagochildrensmuseum.org

Please include a cover letter and resume to be considered for this opportunity.


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