The Executive Assistant provides full administrative support to the President, and scheduling support to the Vice President of Strategy & Program, and the Vice President of Finance & Operations & (VPs). The EA must be able to manage multiple tasks for various partners, work with staff across the organization and be very flexible.
Manages and maintains the complex calendars and scheduling needs for the President and VPs.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Coordinates schedule, books flights/hotels, and handles logistical arrangements for the President and VPs. Compiles documents for travel-related meetings.
- Prepares the expense reports of the President and VPs.
- Assists with and writes correspondence, as well as prepares other documents for board members, donors and colleagues of the President and VPs, editing and proofreading as necessary.
- Maintains confidentiality and discretion in all matters.
- Keeps donor database updated with actions of the President and VPs.
- Provides research for the President and VPs as necessary.
- Provides administrative support and handles all board meeting logistics.
- Supports the President and Chief of Staff in managing Board matters, including the board of director’s records, board books, staff reports and notetaking at each full board and individual committee meeting.
- Manages the upkeep of certain organizational documents such as Board meeting minutes and Board books, the organizational chart and calendar.
- Other tasks as assigned.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks.
- Previous work experience, satisfaction, and success with working in an administrative or executive support role.
- Strong writing, proofreading and editing skills. Ability to adjust tone and style to appropriately address a variety of audiences.
- Excellent written and verbal communication.
- Detail oriented, outstanding project and time management skills.
- Able to work as a part of a team, as well as independently.
- Bachelor’s degree
- Three to five years of experience supporting senior level executives in a non-profit organization.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
- Excellent problem solver.
- Commitment and understanding of Thrive Chicago’s mission.
- Experience utilizing CRM systems, such a SalesForce, Little Green Light, etc.