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The Chicago Community Trust Sr. Executive Assistant and Scheduler in Chicago, Illinois

Job Descriptions:

The Sr. Executive Assistant and Scheduler provides a high level of executive support to the President & CEO ("CEO"), works collaboratively with other staff, leadership team, internal and external boards, government officials and industry leaders to plan, coordinate and manage scheduling requests. Follows internal protocols, including coordination necessary to confirm appointments and provides relevant meeting materials. Maintains strictest confidentiality and demonstrates ethical judgment in conducting business on behalf of the CEO.

The scope of the role includes a full range of administrative business and operational support to leverage and maximize the CEO’s time. The Sr. Executive Assistant and Scheduler will be available and able to respond when needed including on short notice and in crises and will remain particularly attuned to times when CEO has deliverables. In addition, they will support the CEO’s Office including the Special Assistant to the President & CEO by taking initiative, working independently, respecting confidentiality, and efficiently and accurately handling a diverse set of tasks under time constraints and high visibility.

Assists the Special Assistant to the President & CEO in coordination of various internal and external meetings and will make travel arrangements for the CEO. The incumbent will also coordinate external boards and commitments of the CEO.Position Responsibilities:Scheduling/Calendaring

  • Complete management of CEO's complex calendar with extreme attention to detail, including balancing and resolving conflicting priorities and managing complex electronic scheduling via Outlook.

  • Prepares the daily schedule with detailed itineraries and relevant materials for the CEO, including important numbers, locations and contact names and manages the CEO’s daily binders

  • Responds to staff inquiries relative to the CEO’s schedule, including potential scheduling conflicts.

  • Handles all related calls and prepares business correspondence as required to fulfill the assigned duties. May prepare executive briefings and communications to staff, board and partners on behalf of the CEO

  • Plans, researches and coordinates accommodations, transportation, facilities, catering, signage, displays, translations, audio-visual equipment, and printing as required to effect seamless events for the CEO

  • Prepares monthly projected schedules for the CEO

  • Demonstrates and provides superior interpersonal, oral and written communication skills as needed to respond to high volume incoming calls and customer requests

  • Schedules organization-wide meetings

  • Manages and coordinates variety of general office duties, including copying materials, preparing mailings, expediting correspondence, and running errands as necessary

  • Updates and maintains CEO's business contacts and contact lists

  • Schedules and makes arrangements for standard conference calls, meetings, and lunches

  • Organizes and maintains confidential files and records

  • Manages incoming and outgoing mail for CEO

  • Takes initiative to respond to routine correspondence and drafts responses for manager approval

  • Researches travel requirements and makes travel arrangements for CEO

  • Prepares check requests and completes expense reports, including complex international travel reports

  • Processes incoming expense reports for approval by the CEO

  • Tracks and properly codes expenses incurred by CEO’s Office

  • May assist in monitoring event expenses and/or budgets as directed

  • Communicates, documents and relays information clearly to others and consistently follows complex instructions

  • Directly manages special projects as assigned

Administrative Responsibilities:Under the supervision of the Special Assistant to the President & CEO, the Sr. Executive Assistant and Scheduler will provide administrative assistance in organizing regular meetings for a variety of constituents for the All Staff Meetings, Board of Directors meetings, and Annual Conferences.

  • Drafts and sends routine correspondence, including necessary travel logistical polls

  • Compiles meeting materials into appropriate format for each meeting

  • Drafts correspondence to meeting attendees to share important logistic information

  • Provides day-of support, including set-up and break-down of meeting materials such as AV and technical equipment, meeting handouts, and notes, and assistance with catering setup and cleanup as needed

  • Assists CEO in successfully building accurate meeting presentations in PowerPoint, including sourcing and compiling data from internal and external stakeholders

  • Takes meeting minutes as requested

  • Assists CEO and Special Assistant to the President & CEO with any other meeting task or duty as assigned

Additional Responsibilities

  • Regular and predictable attendance is an essential function of this position

  • Any other task or duty as assigned or required

Required Experience:

Position Qualifications

  • 10+ years related experience in an Executive or Administrative Assistant role for a Senior Executive

  • Mastery in scheduling and calendaring

  • Works well under pressure

  • High degree of sophistication and tact

  • Ability to work independently, proactively, and exercise sound judgment

  • Ability to take direction, ask appropriate follow-up questions, understand processes, and execute tasks with minimum support

  • Ability to multitask and expedite processes, including outstanding time management skills

  • Ability to collaborate and communicate effectively with others in completing large and complex projects

  • Ability to maintain confidential information with tact and discretion

  • Understanding and appreciation for importance of setting a proper tone for CEO's Office

  • Outstanding interpersonal, verbal, and written communication skills appropriate for communicating and working well with diverse internal and external constituents at all levels

  • Exceptional organizational skills, including outstanding skills in record keeping and managing shared files

  • Ability to manage diverse portfolio of ongoing projects simultaneously, including the ability to prioritize, take initiative, and meet deadlines

  • Ability to be flexible and highly adaptive to change

  • Advanced-level experience with Microsoft Office Suite, including experience as an owner/publisher of another individual's calendar and contacts in Outlook

Equal Opportunity Employer

The Trust is committed to creating a diverse work environment and is proud to be an equal opportunity employer. The Trust does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please e-mail us at careers@cct.org if you require a reasonable accommodation to complete this application.

Keyword: Executive Assistant

From: The Chicago Community Trust