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Executive Assistant and Office Manager

Location : Chicago, IL
Job Type : Temp/Contract to Direct
Hours : Full Time
Required Years of Experience : 4+
Required Education : Bachelor's Degree
Travel : No
Relocation : No

Job Description :
The Executive Assistant and Office Manager will be responsible for the administrative support of the Chief Executive Officer (CEO) Chief Operating Officer (COO), and Board of Directors and its committees (Executive, Nominating & Governance, Finance, Development, and Recruitment and Selection), as well as the day-to-day management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimal supervision. 

 

This position reports to the COO and will work directly with both the CEO and COO to support the rhythm of the business. 

 

As Office Manager, this position will be responsible for the efficient and successful functioning of the staff and physical office (e.g., appearance, supplies, maintenance management), as well as assist with basic accounting functions including expense reconciliations, account coding, payment management, weekly deposits, and developing and maintaining files.







PRIMARY DUTIES AND RESPONSIBILITIES 






Executive and Board Support 


  • Manages CEO’s workflow, including calendar (scheduling internal and external meetings/calls), correspondence, travel/logistics (e.g., planning itineraries, making reservations) and expense reports

  • Manages CEO communications to Board of Directors, partners/VIPs, major donors, and program Fellows

  • Assists CEO with preparation and follow-up for meetings (internal and external)

  • Supports Board recruitment and orientation program at the direction of the CEO

  • Arranges offsite, non-program related events/dinners at the direction of the CEO and/or COO  including invitations, venue research and selection, meal planning, materials preparation, gift coordination,etc.

  • Coordinates  Board and committee meetings, including scheduling, logistics, preparation and distribution of materials (e.g., agendas, PowerPoint slides, reports, performance dashboards), correspondence, venue rentals, catering, room setup (e.g., AV needs, seating arrangement, etc.), and other duties as needed

  • Manages and updates Basecamp, Board Directory, quarterly Board Packets, and other board-related materials

  • Drafts and distributes Board meeting/committee minutes






 Operations Support

  • Manages weekly staff meetings, including scheduling and development of agenda

  • Manages basic accounting functions such as depositing checks, coding and submitting bills/invoices for payment, coding monthly Amex statement, organizing receipts, developing and maintaining files, tracking and organizing documentation for taxes per direction provided by accountant and auditor, and non-program related vendor and venue contracts

  • Manages and maintains inventory of office supplies ordering additional supplies as needed and ensuring costs are appropriately managed

  • Assists COO with space allocations, office upgrades, and office moves, as needed

  • Assists COO with new employee orientation, benefits enrollment, and tax forms

  • Assists with database management (Salesforce) at the direction of the Senior Manager of Marketing and Communications

  • Manages relationship and correspondence with additional office location, including submission of work orders for office repairs, maintenance, and special requests

  • Manages guest submissions to building security system

  • Receives and interacts with office visitors

  • Manages relationship with IT consultant to support proper functionality of office hardware and software, including procurement and routine maintenance of equipment

  • Manages office vendor relationships 

  • Retrieves, opens, sorts, distributes, and responds to mail

  • Answers and manages incoming calls

  • Maintains an organized filing system of paper and electronic documents (Dropbox)

  • Creates and maintains processes, checklists, timelines, and best practices related to office operations and Board activities to drive excellence in the retention, protection, retrieval, transfer and disposal of documents

  • Attends and provides logistical support at program and special events as needed

  • Performs special projects and other duties as assigned



 
Required Qualifications :

  • Self-motivated, focused, positive attitude, flexible, adaptable, and proactive

  • Creative problem-solver

  • Great attention to detail

  • Excellent verbal and written communication, networking, and presentation skills

  • Highly organized; ability to develop, organize, and implement office procedures and systems

  • Ability to multi-task and work in fast-paced, demanding environment

  • Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines

  • Efficient at time management, task prioritization and meeting deadlines

  • Demonstrated event planning and project management skill

  • Demonstrated relationship building skills

  • Proficiency in Microsoft Office Suite, Adobe, Dropbox, and other common office software; familiarity with basic graphic design software is a plus

  • Friendly and professional demeanor; cool under pressure

  • Ability to interact effectively and professionally with high-level Fellows/partners/ stakeholders

  • Ability to uphold a strict level of confidentiality

  • Ability to effectively balance incoming requests from CEO, board leaders/Fellows, supervisor, and staff

  • Works independently with minimal supervision

  • Ability to work collaboratively across an organization and at all levels

  • Professional appearance and mannerisms

  • Commitment to civic engagement and non-profit work

  • An overall orientation toward delivering excellence in execution


 


 


 EXPERIENCE





  • 4+ years of solid administrative experience in an office setting, preferably in a support or client- facing role; experience in nonprofit board relations and/or development/donor relations a plus

  • Education: Bachelor’s degree from an accredited college required

  • Knowledge of and experience with databases, preferably Salesforce

  • Proficient in Microsoft Office Suite, particularly Word, Excel, PowerPoint and Outlook

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