Executive Assistant

JOB SUMMARY

The Executive Assistant (EA) position serves primarily as a key administrative lead to the office of the President/Chief Executive Officer, secondarily providing support to the three other ELT members: Chief Administrative & Equity Officer, Chief Financial Officer, and Chief Operating Officer. This role provides direct, daily support to the President/CEO. Acts as a point of contact between the President/CEO and external & internal stakeholders. Manages and prioritizes the President/CEO’s calendar, engagements, and events, ensuring best use of the President/CEO’s time and office resources. Reviews external/internal communications, monitors information flow, oversees key meeting/event preparation and special project management.

KEY DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed below are representative of the knowledge, skills and/or abilities required to successfully perform this job. Duties may include, but are not limited to:

• Serves as a key administrator to the President/CEO and Executive Leadership Team (ELT)
• Manage information flow in a timely and accurate manner to ensure consistent communication and ensuring involvement or decision-making at the proper time.
• Maintains President/CEO files, contact lists, and civic board involvement
• Drafts/formats letters, emails, reports, and other correspondence on behalf of the ELT
• Manages President/CEO’s social media, collaborating with marketing department, as needed
• Collaborates with Resource Development team on VIP inquiries for comp tickets and event access
• Manage executives’ calendars, primarily the President/CEO
• Prepares documentation and presentations for meetings
• Attends meetings and takes minutes
• Screens and directs phone calls and distributes correspondence
• Makes travel and accommodation arrangements
• Tracks daily expenses and prepare weekly, monthly, or quarterly reports
• Creates and maintains efficient systems and processes to streamline operations

QUALIFICATIONS

The minimum level of knowledge, skills, and/or abilities required for this role include:

PREFERRED EDUCATION

• Requires a Bachelor’s Degree in business administration, communications, management, marketing, or a similar field.

PREFERRED EXPEREINCE

• 8+ years’ executive support, personal assistant, managerial experience, or similar roles.

ADDITIONAL QUALIFICATIONS

• Must work on-site at Navy Pier.
• Must be able to work flexible hours, including early mornings, nights, weekends, and holidays, as necessary
• Experience supporting multiple executives
• Problem solving and troubleshooting experience
• Excellent written and oral communications skills
• Excellent MS Office knowledge, especially Microsoft PowerPoint
• Discretion and Confidentiality
• Outstanding time management and organizational skills
• Strong relationship building

BENEFITS

• Comprehensive medical with generous employer HSA contribution
• Dental; Vision; Short- and Long-term disability
• Up to 6% retirement contribution
• Paid parental leave; 15 vacation days, 12 sick days, 11 holidays, 3 personal days, and 1 community service day
• Complimentary parking in Navy Pier garages
• Annual Salary Range: $80,000 - $95,000

WORK ENVIRONMENT

Requires the ability to work extended (long hours) during a normal work week. Must be able to work nights, weekends, and holidays as necessary and required. Work is primarily performed in a normal office environment. Since work is sometimes performed outdoors in varying weather conditions, must be able to tolerate extreme temperatures or inclement weather.