Executive Assistant to the CEO - Northbrook (Part-Time)

Reports to (title): CEO

Job Summary

The Executive Assistant to the CEO is responsible for managing administration for the Executive office. Duties primarily include scheduling and managing calendars, meeting and retreat coordination, agency record-keeping, business travel arrangements, and lay leader, donor and volunteer relations. This position provides direct support to the CEO, Leadership Team, Board of Directors and Women’s Board.

Key areas of responsibility

• Provide a high level of collaborative professional support to the CEO using independent judgment and discretion to ensure optimal workflow and
• Coordinate meetings, phone calls and other external engagements based on understanding of CEO and agency goals.
• Anticipate and create materials needed for meetings and presentations led and attended by CEO.
• Develop relationships with executive office peers to effectuate timely responses to meeting requests.
• Manage logistics, timelines and calendars to ensure the most effective use of the CEO’s time and focus; proactively monitor schedules to identify and resolve conflicts and inefficiencies.
• Update and maintain CEO contact list.
• Process and file expense reports.
• In addition to dedicated support for the CEO, provide professional support to Senior Leadership Team as needed.
• Maintain administrative systems and processes for the Senior Leadership Team.
• Manage scheduling for all meetings where CEO is present and also when involving key external stakeholders.
• Handle all aspects of out-of-town executive travel; manage out-of-town visitor travel and hotel arrangements, coordinating schedules as needed.
• Responsible for all aspects of Board and Executive Committee Meetings, including but not limited to: meeting invitations, room reservations and set-up, reminders and attendance, nameplates, catering, meeting materials, taking and distributing minutes.
• Serve as a resource to the Women’s Board providing administrative assistancefor on-site meeting.
• Manage the production and distribution of a wide variety of correspondence and materials with a high degree of sophistication, timeliness, accuracy and confidentiality.
• Responsible for maintaining Contacts and External Address Books

Key Essential Job Duties/Physical Duties

• Ability to sit for long periods of time (up to 4 hours).
• Repetitive movement of arms and hands to operate computer, keyboard and mouse.
• Ability to operate equipment such as phone, computer keyboard, calculator and standard office equipment.
• Vision: must be able to distinguish between colors, shades and brightness with ability to focus.
• Repetitive physical ability to stand up and assist clientele and vendors with all building entrance, as well as all doors.
• Lift/move children up to 40 lbs and carry them to safety in an emergency.
• React with physical and mental alertness in emergency situations and assist in evacuation of building.

Days/Hours/%Travel

Monday-Friday 9:00am-5:00pm coverage on a part-time basis, up to 20 hours per week. Flexibility in being in office and remote.

Direct Reports (titles and FTE%)

N/A

Indirect Reports (titles and FTE%)

N/A

Job Category

Management

Hourly Rate

$35-$45

Education Qualifications

• Bachelor’s degree

Previous Experience

• 7+ years of progressive responsibilities providing executive level administrative support; experience working with a Board of Directors is preferred.

Other Requirements

• Demonstrated proficiency in Windows PC applications (including MS Word, Excel, PowerPoint and/or Prezi, Teams) with the ability to learn other technology as needed.
• Excellent verbal and written communication skills, along with editing and proofreading aptitude.
• Demonstrated ability to manage new administrative systems and processes for the CEO and Leadership Team.
• Ability to manage multiple priorities, projects and display flexibility in a fast-paced and changing work environment.
• Strong organizational and analytical skills, sound judgment, with attention to detail and an intuitive and proactive approach to support.
• A keen sense of urgency, adaptability, accountability, and the ability to strive for excellence in high pressure situations in order to plan and accomplish goals.
• An innovative thinker with the ability to operate both independently and collaboratively.
• Demonstrated aptitude to comprehend directions to perform assignments with minimal supervision.
• Demonstrated mastery of professional office equipment and functions.
• Must have the ability and willingness to shift time/location to coincide with CEO’s needs.
• Ability to maintain the highest degree of confidentiality.

Employee Benefits

The Hecktman Family JCCs of Chicago offers a suite of comprehensive benefits to full-time staff including:

• Flexible Work Schedule
• Health, dental, and vision insurance
• Participation in a 401(K) plan with matching contributions
• Life insurance and short/long term disability coverage
• Generous paid time off, sick time, and paid observance of secular and Jewish religious holidays
• Employee Assistance Program (EAP)

Uniquely JCC Benefits

• Free fitness membership at JCC Chicago community centers and aquatics facilities
• Meaningful discounts on JCC Chicago programming, including day and overnight camp, Early Childhood, and event rentals
• Professional development opportunities with the JUF/Jewish Federation

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