Executive Assistant

Job title

Executive Assistant

Reports to

Chief Executive Officer

FLSA Classification

Non-exempt / Part-time

Job Summary

Provide administrative support for the executive leadership team and Board of Directors. Manage the accounts payable process.

Duties and Responsibilities

• Schedule, attend, take minutes, create agenda, prepare for, and clean up after Board meetings
• Correspond with board members and with Chief Executive Officer to effectively manage RSVP’s, dinner requests, and attendance records. Coordinate all aspects of dinner associated with Board meetings as needed
• Take and distribute meeting minutes and maintain all Board of Directors records
• Collect items from board members to be used for record keeping and fundraising
• Check Board mail box and distribute mail to appropriate Board Members
• Maintain and update the Board Handbook
• Order and distribute board name tags, name plates, and special gifts/honors
• Attend and take minutes at Board committee meetings
• Maintain record of all Board of Directors give and get requirements
• Communicate with board members regarding issues such as e-motions/e-votes, emergency updates, and MGI news and updates as instructed by the Chief Executive Officer
• Prepare board resolutions for grants
• Enter donations and maintain donor management software program
• Generate donor thank you letters regularly and send them out
• Schedule appointments, meetings and training for the CEO
• Coordinate employee anniversary acknowledgements
• Post bills and invoices to accounts payable ledger ensuring correct funding source is charged
• Issue vendor payments
• Other duties as assigned by the CEO

Qualifications

• Associates Degree in Business Administration or equivalent expience
• Highly organized, detail oriented and able to set priorities and meet deadlines
• Ability to communicate effectively verbally and in writing
• Maintain all aspects of confidentiality at all times
• Ability to utilize standard telephone/copier equipment
• Above average knowledge of a computer including MS Office, Internet and email applications
• Excellent spelling and grammar skills, carefully proofs own work and work of CEO
• Excellent interpersonal relationship skills and ability to maintain professional boundaries
• Maintain high ethical and professional standards
• Proven ability to work with a variety of people (including groups)
• Excellent planning and organizational skills
• Self-directed and able to manage overall goals while accomplishing multiple tasks
• Demonstrate personal integrity and a professional image in all interactions with Board, volunteers, clients and staff
• Donor management software proficiency
• Acceptance and respect for diversity of culture, sexual orientation, ability, and religious belief

Working Conditions

Standard office environment. May be needed for night and weekend hours. Most work can be done remotely.

• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Job Type: Part-time

Pay: $22.00 - $24.00 per hour

Expected hours: 30 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• No weekends

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Aurora, IL 60506