Executive Assistant

Job Details

Job Location

Chicago, IL

Position Type

Full Time

Education Level

4 Year Degree

Travel Percentage

None

Job Shift

Day

Job Category

Admin - Clerical

Job Description

STATEMENT OF PURPOSE: Assist Executive Leadership Team and Operations Team with daily administrative tasks and confidential matters with independent judgment and minimal supervision; Performs complex and diverse administrative assistance duties for the Board of Directors and affiliate groups

RESPONSIBILITY FOR THE WORK OF OTHERS : This position has no supervisory responsibilities.

TRAVEL REQUIRED : Less than 10%; metro Chicago and suburbs.

SPECIFIC ACTIVITIES INCLUDE, BUT ARE NOT LIMITED TO:

• Relieve Operations Team of general administrative duties such as

• Preparing memos, letters, presentations, or reports for internal and/or external distribution,

• Writing policies and/or SOPs

• Formatting and proofreading documents,

• Setting up technical elements for hybrid meetings,

• Answering routine correspondence, screening telephone calls and visitors,

• Assisting in scheduling meetings with external stakeholders and meeting preparation;

• Maintain familiarity with agency history, mission, values, policies and management priorities to accurately represent the President & CEO, the Executive Leadership Team, and the organization;

• As an ambassador for the C-Suite, maintain professional and cooperative relationships with vendors, contributors, program participants, staff members, Board of Directors, and the agency Management Team;

• Assist Chief of Staff in coordinating board and agency all-hands meetings,

• Identify meeting locations/forums and determine AV needs;

• Prepare meeting materials (pre-read materials and presentations), engaging and coordinating with the appropriate stakeholders

• Draft and disseminate communications when needed

• Managing stakeholder RSVPs/attendance

• Own managing BoardEffect, the Board's web-based board management portal; responsibilities include managing account permissions and access to ensure security of board and agency information, keeping content up to date and organized, populating meeting invites in accordance with the annual governance schedule, and collecting annual compliance documents from board members to ensure 100% compliance;

• Prepare correspondence, compile statistics and other requested information for Executive Leadership;

• May assist in preparing and maintaining file of contracts, periodic reports and correspondence to outside agencies

• Make travel and accommodation arrangements for Executive Leadership when needed;

• Coordinate and/or assist in special agency projects (such as accreditation reviews, audit preparations, strategic planning, etc.) as directed;

• Provide leadership for Admin Staff in absence of Chief of Staff;

• Maintain knowledge currently in field; participate in seminars and workshops;

• Performs general administrative tasks such as answering and screening telephone calls and emails, copying, filing or preparing documents, processing mail, and responding to general inquiries from visitors;

• Continues administrative workflows and maintains files and proper documentation;

• Develops excellent referral abilities and patterns through knowledge of programs and services offered by The Lighthouse and the UIC Department of Ophthalmology;

• Covers the front desk and switchboard when needed;

• Ensures that all patients, clients, and visitors receive outstanding customer service to meet needs on an individual basis;

• Perform other duties as assigned by the President & CEO, Chief of Staff, or Operations team.

SPECIFICATIONS :

• Bachelor's degree in business, human services, or related field preferred;

• Two to five years responsible administrative office experience required; experience in medical administration is a plus;

• Superior written and interpersonal skills, with highly proficient oral reading skills;

• Experience with standard office computing environment and software including Microsoft Word and Excel and database software; proficiency in typing, word processing and organizational systems;

• Proficient in setting up and running virtual meetings (i.e. Zoom and MSTeams)

• Excellent time management skills and the ability to prioritize work;

• Proven ability in areas of problem solving, independent decision making, and conflict resolution;

• Commitment to our mission of providing opportunities for people who are blind, visually impaired, and multi-disabled is essential.

The Chicago Lighthouse for People Who Are Blind or Visually Impaired is an Equal Opportunity Employer in full compliance with local, state, and federal Civil Rights & Affirmative Action laws. The Chicago Lighthouse for People Who Are Blind or Visually Impaired maintains a strong policy of accommodation and a consistent practice of employing qualified individuals with disabilities. All applicants will be afforded equal employment opportunity without discrimination because of race, color, religion, sex, marital status, national origin or ancestry, citizenship status, age, physical or mental disability unrelated to ability, sexual orientation, military status, order of protection status or unfavorable discharge from military service.