Skip to Main Content

Executive Assistant: Office of the CEO

Grenzebach Glier and Associates
Chicago, IL
  • Expired: over a month ago. Applications are no longer accepted.
Job Description: About GG+A -- Our mission is advancing yours GG+A is a full-service philanthropic management consulting firm with 60 years of industry-defining leadership in helping our clients realize the full potential of their missions through the growth of philanthropic support. Our primary mission is to assist our clients in the substantial improvement and acceleration of their fundraising programs. We seek to align those programs with the institution’s core mission and ensure their sustainability. GG+A is an international resource for data-driven best practices in all areas of advancement, including fundraising, engagement, communications, and advancement services. We provide counsel to a global constituency of nonprofits, specifically in the areas of higher education, academic medicine/healthcare, independent schools, arts and culture, select humanitarian institutions, and a range of charities and nonprofit organizations. GG+A embodies a high-performance and entrepreneurial culture. We are client-centric, rigorous, creative, and data-driven in our practices, and committed to responding swiftly and effectively to client needs and requirements. We offer a challenging environment and seek intelligent, energetic, and self-motivated individuals who are achievement-oriented and have high integrity. Summary The Executive Assistant (EA) position provides experienced, detail-oriented, deadline-driven administrative support and coordination to the CEO of a global consulting firm. Additionally, the EA should be an organized, politely assertive, articulate professional who can interact effectively with the CEO and other executives, as well as with the firm’s current and prospective clients, and work collaboratively with his/her colleagues. The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, strong customer service orientation, experience with executive functions, sound judgement and flexibility. The ideal person for the job is someone who responds positively to everyday workplace challenges and proactively solves problems. The EA’s primary responsibility is to support the CEO. In supporting the CEO, the EA will manage and coordinate many administrative duties. The position will focus on managing the CEO's calendar and client appointments, inbound and outbound calls and messages, handling of files and correspondence, coordination of constantly changing travel logistics, and providing client support materials for travel. Responsibilities to support the CEO often require late evenings and weekends. Key Responsibilities To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned. Calendar ManagementManage all aspects of CEO’s calendar for internal and external meetings, with particular attention to the details of the CEO’s scheduleThis requires initiative and appropriate discretion with the CEO and his clients and requires careful tracking of commitments, prioritizing client requests, and accommodating daily changes to the schedule. The objective is to keep the CEO on track amid competing demands and shifting priorities. Quickly, effectively, and accurately extract correct information to complete assignments Travel Coordination and Client Scheduling Work closely with vendors to schedule all aspects of travel, including air and ground transportation and logistics, hotel accommodationsManage constantly changing schedules regarding client meeting locations and agendasThis requires detailed knowledge of meeting and accommodation locations and travel times as well as the CEO’s and his clients’ preferences and expectations. The objective is to keep the CEO on track – and clients satisfied – during competing demands and shifting priorities. This task will require regular “travel meetings” with the CEO about client appointments and commitments. Files and Document ManagementCreate and maintain a system whereby relevant client engagement information is complete, thorough, well-documented, organized, and easily accessibleThis requires anticipating needs for research and analysis in advance of meetings, collecting and filing information returned following client visits, and identifying and taking initiative on follow-up items. The objective is to ensure that the CEO is fully prepared on all occasions, that client and other information is captured following all consulting activities, and that follow-up items are recognized and completed in a timely fashion. CommunicationProvide consistent updates and information to CEO while ensuring business discretion, sound judgment, and clear understanding of the prioritiesEnsure CEO is informed of all appropriate action items regarding the management of the firm and client projects using email and telephone Convey instructions and information from the CEO to other staff and clients upon request, request information on their behalf, including information related to employee and budget matters of the highest confidential natureThe EA will effectively communicate not only the message, but the intent and appropriate tone and level of urgency. Mail and E-mail Management: Read and track all CEO e-mail traffic, flag items for follow up with the CEO and/or the sender and use intelligence gleaned from e-mail to better anticipate shifts in priorities, scheduling, etc. Prioritize and ensure that all incoming correspondence and mail requiring action or attention is acted upon in a timely mannerRedirect requests to others as appropriateTrack and manage multiple high-level projects to report on their status and ensure completion Telephone Calls: Answer, screen, and route incoming calls for the Executive OfficeTroubleshoot, make referrals to issues raised or identified Time and Expense Reporting: Collect receipts and calendared time from CEOPrepare and submit client time and expense reports on his behalf Education, Experience and Characteristics Bachelor's degree (or equivalency) 10+ years’ experience in providing progressive fast-paced administrative support to highly mobile C-level executives Time and task management skills with astute attention to detailDemonstrated mastery of professional etiquette and poised business acumenDemonstrated experience with extensive complex travel scheduling, systems, coordination, airline rules regarding upgrade, etc.Demonstrated experience with Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and some experience with SharePoint and CRMAbility to adapt to and adopt the preferences of the CEODemonstrated organization and project management skills, including the ability to manage multiple projects and competing and constantly changing priorities in a fast-paced, deadline-driven environmentProactive, self-starter capable of advanced planning and ability to anticipate the needs of busy executivesResults orientation with high expectations for quality and accuracyFlexibility and willingness to handle new and different tasks Clear and effective interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copyediting skillFlexible hours are required to accommodate client work and executive travel. Late nights and weekends. Communication and Relationship Skills Demonstrate the mission, vision, values, and culture principles of GG+A Ability to establish, cultivate and nurture high value relationships across the organization, and with clientsDemonstrate motivated initiative with a “can-do” approach for results-oriented outcomes Demonstrated pride in teamwork and outcomes Demonstrate professional interpersonal skillsAbility to grow providing highly valued client-service for both internal and external clients, with focus on continual improvementAbility to read and comprehend instructions given from both written and oral sources Ability to clearly and effectively present information to colleagues and project stakeholders Demonstrate developing clear and concise written and verbal communicationAbility to read, write, speak and comprehend English fluently MathAbility to understand basic mathematical relationships and formulasAbility to manage and track expenses Reasoning Abilities Ability and interest to learn under guidance of leadershipAbility to both work independently and know when to seek guidance from leadershipKnow when to ask questions Ability to work under pressure to meet exacting deadlinesDemonstrated ability to use diplomacy and tact in all communication, written and verbal Ability to identify problems and determine the best course of action for their resolution, including knowing when to communicate and engage othersAbility to think analytically and proactively solve problemsAbility to prioritize and juggle multiple projects demonstrating structured organization and astute attention to detailDemonstrates sound discretion, professional judgement, and business ethics in decision making GG+A is proud to be an Equal Opportunity Employer, committed to creating a diverse and inclusive workforce. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity, disability, veteran status or other legally protected classifications. Powered by JazzHR lhCo919jqR

Grenzebach Glier and Associates

Address

Chicago, IL
60604 USA

Industry

Business

View all jobs at Grenzebach Glier and Associates