Executive Assistant To The Ceo

Location: Business Offices, 610 Academy Drive, Northbrook, IL 60062

Reports to: Chief Executive Officer

Status: Full-time / Exempt

Wage Range: $65,000 - 75,000 Annually

JOB SUMMARY: The Executive Assistant to the CEO is responsible for managing all administration and operations of the Executive office. Duties include managing calendars, meetings, correspondence, reports and communications. The Executive Assistant also provides support to the Board and Board Committees, preparing and distributing meeting information in an efficient and timely manner and planning all events associated with Board and Board Committees.

ABOUT KESHET

From its core programs for children and adults with intellectual challenges in the Chicago area, to its international consulting work, Keshet serves over 1,000 individuals with disabilities and touches the lives of many more family members, peers, supporters, and other stakeholders around the globe. Keshets local leadership work in a fast-paced environment and provide the inspiration, direction, and funding required to fulfill the organizations mission.

ESSENTIAL FUNCTIONS:

• Provide a high level of collaborative professional support to the CEO using independent judgment and discretion to ensure optimal work, confidentiality and flow of information.
• Anticipate optimal timing of meetings, phone calls and other outreach based on understanding of CEO and agency goals; proactively address opportunities with CEO.
• Manage the drafting, production and distribution of a wide variety of correspondence and materials with a high degree of sophistication, timeliness, discretion and accuracy.
• Anticipate and create materials needed for meetings and presentations led and attended by CEO; conduct research and develop reports for initiatives driven by CEO.
• Design, develop, implement and maintain administrative systems and processes for the CEO and executive team.
• Manage logistics, timelines and calendars to ensure the most effective use of the CEOs attention and focus in a fast-paced environment.
• Proactively monitor schedules to identify and resolve conflicts and inefficiencies.
• 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, setup and clean-up, agenda reminders, attendance, nameplates, catering needs, meeting materials, taking and distributing Minutes.
• Attend additional administrative meetings as requested; take and distribute meeting notes.
• Serve as a resource to members of the Board of Directors, providing assistance and information in response to phone and email inquiries.
• Coordinate various agency wide events/activities, which may include dinners, workshops, retreats and meetings.
• Review and manage mail and CEO files, provide telephone support, update and maintain CEO contact list.
• Responsible for maintaining External Address Book used primarily for Board Members and Affiliate Agency contact information; this includes creating new entries, updating contact information, plus creating and updating groups for various groups.
• Process and file expense reports.
• Serve as back-up support to Executive team.

• Bachelors degree
• Previous Experience: 5+ 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 and PowerPoint) with the ability to learn other technology as needed.
• Excellent verbal and written communication skills, along with editing and proofreading aptitude.
• Demonstrated ability to establish new administrative systems and processes for the Executive 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.
• Must have the ability and willingness to shift time/location to coincide with CEOs needs.
• Ability to maintain the highest degree of confidentiality.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to access and navigate the facility
• Must be able to lift up to 15 pounds at times

Days/Hours/%Travel:

• Monday-Friday 9:00am-5:00pm with the ability to flex hours/work additional hours as needed. Minimal local travel.

Comprehensive benefits package included with salary for benefits eligible employees.