Skip to Main Content

Executive Administrative Assistant

Reflections Foundation/ Polished Pebbles Girls Mentoring Program
Chicago, IL
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

This Full-Time ON-SITE Executive Administrative Assistant is responsible for providing comprehensive support to the Executive Director, Board of Directors, and Executive Team managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Provide calendar management for ED.
  • Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison and provide support to the Board of Directors.
  • Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
  • Complete a broad variety of administrative tasks that facilitate the ED’s ability to effectively lead the organization.
  • Assist with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Collect and Maintain all compliance documents including New Hire paperwork, participant attendance, registration data, pre & post surveys.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the ED, including those of a highly confidential or critical nature.

 

SKILLS AND COMPETENCIES FOR SUCCESS

  • Strong ability to execute work with a diversity, equity, and inclusion lens.
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice.

EDUCATION AND EXPERIENCE:

  • Bachelor's degree or 5+ years of equivalent experience.
  • At least 3 years of significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred.
  • Ability to maintain confidentiality and demonstrate Polished Pebbles core values of compassion, fairness, mutual respect and honesty.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
Company Description
Polished Pebbles Girls Mentoring Program provides girls with the opportunity to learn the vital life skill of effective communication. In conjunction with schools, public and social service agencies, universities, and business and industry partners, Polished Pebbles is designed to teach girls, and young women, the importance of communication skills in the workplace, at school, and in their communities. Our mentoring program incorporates women from various Chicago communities who mentor elementary, middle school and high school students, and includes store tours/site visits; school visits by the mentors, and job shadowing experiences for the girls.

Reflections Foundation/ Polished Pebbles Girls Mentoring Program

Why Work Here?
Great Chicago-based organization with national and global reach, great impact with girls and young women!

Polished Pebbles Girls Mentoring Program provides girls with the opportunity to learn the vital life skill of effective communication. In conjunction with schools, public and social service agencies, universities, and business and industry partners, Polished Pebbles is designed to teach girls, and young women, the importance of communication skills in the workplace, at school, and in their communities. Our mentoring program incorporates women from various Chicago communities who mentor elementary, middle school and high school students, and includes store tours/site visits; school visits by the mentors, and job shadowing experiences for the girls.

Address

3700 S IRON STREET

Chicago, IL
USA

Industry

Business

View all jobs at Reflections Foundation/ Polished Pebbles Girls Mentoring Program