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Executive Assistant

Cabrini Green Legal Aid
Chicago, IL
  • Expired: over a month ago. Applications are no longer accepted.
Job Description
Salary: $40,000 to $45,000

Organizational Overview

Cabrini Green Legal Aid (CGLA) was established in 1973 to serve the legal needs arising from the lack of opportunity, criminalization of poverty, and racial inequity experienced within Chicago's Cabrini Green public housing community. Since then, CGLA has grown beyond a single neighborhood to become a citywide, countywide, and statewide leader in proactively filling the void of legal representation, wraparound services, legal information and resources, and advocacy exclusively for low-income individuals negatively impacted by the criminal legal system. Any engagement with the criminal legal system can greatly disrupt an individual, family, and community's quality of life.


CGLA is distinguished among legal aid service providers locally, throughout Illinois, and nationally as having expertise in legal matters related to the direct and collateral consequences of the criminal legal system. Since 2014, we have been the sole legal aid services provider serving Cook County with the distinction of focusing exclusively on individuals and families who have been adversely impacted by the criminal legal system in all legal program areas: criminal records, emerging adults, criminal defense, housing law, and family law. We provide direct legal services, advocate for policy reforms, and provide legal information and resources to other legal aid organizations, pro bono attorneys, and the general public. We also support our clients holistically with wraparound social services from our social workers. Our policy and advocacy work is not performed as a separate entity; rather it is informed by our legal services and the lived experiences of our Leadership Council, an Advisory Group made up of former CGLA clients and community members directly impacted by the criminal legal system.


CGLA’s Mission, Purpose and Vision

  • Mission: We provide holistic legal services that include social support services and advocacy for individuals and communities negatively impacted by the criminal legal system.
  • Purpose: CGLA exists to remove barriers to equity in the criminal legal system.
  • Vision: A more just and equitable criminal legal system.


Overview of Position: 

Reporting directly to the Executive Director, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant also serves as a liaison to the Board of Directors, Executive Team, and the Leadership Council. This person organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must exercise good judgment in a variety of situations and possess the ability to maintain a balance of managing multiple priorities.  


Essential Duties 

Executive Support 

  • Completes a broad variety of administrative tasks for the Executive Director including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that may be confidential in nature; arranging complex and detailed travel plans, itineraries, and agendas; taking meeting minutes and compiling documents for travel-related meetings. 
  • Provides leadership to build relationships crucial to the success of the organization, displays initiative, manages a variety of special projects for the Executive Director.  
  • Acts as a thought partner to Executive Director and works to support organizational mission, vision, and purpose and aligned priorities; Assists Executive Director with enacting vision and the strategic plan, and forecasting needs with implementation. 
  • Communicates directly, and on behalf of the Executive Director, with Board members, staff, Leadership Council, donors, funders, and others, on matters related to programmatic and policy initiatives. 
  • Provides a bridge for smooth communication between the Executive Director and internal departments; demonstrating leadership to maintain credibility, trust and support officewide.  
  • Works closely and effectively with the Executive Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately.  
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, conducting research, generating reports or personal correspondence, creating presentations, and other tasks that facilitate the Executive Director’s ability to effectively lead the organization. 
  • Assist with logistics and planning Interdepartmental trainings and events.  
  • Aids Executive Director’s participation in various policy activities on behalf of CGLA, including Justice 20/20 initiative.  
  • Help manage administrative and professional development budget activities.  
  • Execute food and catering orders for organizational meetings and functions. 
  • Responsible for maintaining virtual file system for Executive Director. 
  • Responsible for planning and coordinating events for the Executive Director and other special meetings including with staff, Leadership Council, and other key stakeholders. 
  • Assist with information and meeting requests. 
  • Performs other duties as assigned.


Board Support and Liaison 

  • Serves as the Executive Director’s administrative liaison to CGLA's board of directors; 
  • Assists board members with meeting planning as needed; 
  • Maintains discretion and confidentiality in relationships with all board members; 
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. 
  • Attend and take minutes for various board committee meetings, assist in requesting and compiling board packet materials, assist in distribution.  

 

Executive Team Support 

  • Work closely with Executive Team in developing and implementing ongoing organizational projects and tasks. 
  • Provide support for site visits, meetings, phone calls, and events run by Executive Team members including scheduling, sending reminders, preparing documents, and follow-up.

 

Education  

  • Bachelor’s degree is preferred. 

 

Experience 

  • Experience working in the nonprofit sector and supporting executive level roles 
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. 
  • Project management and event planning experience 
  • Data collection, analysis, and visualization  
  • Budget management  

 

Required Skills 

  • Good to excellent, grammar and written communication skills. 
  • Excellent telephone and oral communication skills. 
  • Excellent computer skills. 
  • Experience managing Microsoft Outlook calendars; creating and altering appointments. 
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 
  • Strong interpersonal skills. 
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability. 
  • Highly resourceful team-player, with the ability to also be extremely effective independently. 
  • Proven ability to handle confidential information with discretion. 
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.  
  • Self-starter who takes initiative and freely offers insights on process improvement 
  • Strong time management skills; Establish priorities and meet deadlines. 

 

Supervisory Responsibility 

None.  

 

Required Hours 

Monday through Friday 9:00am to 5:00pm, 40 hours per week. Flexible scheduling available. 

NOTE: Non-traditional hours – occasional weekends and evenings – are required.


Physical Requirements:  

  • Communicate clearly.  
  • Understand the speech of another person. 
  • Must be able to handle high levels of mental stress.  
  • The employee is frequently required to use hands and fingers to type, handle, or feel and reach. The employee is regularly required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. The employee is frequently required to use hands and fingers to type, handle, or feel and reach. The employee is regularly required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. 

 

Travel Requirements 

Travel to pick up lunch for special meetings and running office errands occasionally are required.


Working Conditions  

CGLA has implemented a telecommuter and flexible work policy that allows employees to perform work remotely at the employee’s home or at an approved offsite location.  Employees must have adequate internet access to work from home.  If working in the office, you must be able to work in an open office setting with moderate noise levels and follow all COVID-19 safety protocols. Employee must have reliable internet access to work remotely.

Cabrini Green Legal Aid

Address

Chicago, IL
60603 USA

Industry

Business

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