Executive Assistant To The Evp Finance & Cfo And Vp, Hr

Title: Executive Assistant to the Executive Vice President Finance & Administration and Chief Financial Officer, and Vice President, Human Resources

Exemption Status: Non-exempt

Department: Administration

Reports to: Executive Vice President Finance & Administration and Chief Financial Officer and Vice President, Human Resources

Year-Round Full-time

Position Overview:

To provide confidential executive-level administrative support to the Executive Vice President (EVP) Finance & Administration and Chief Financial Officer (CFO), and Vice President, Human Resources (HR) and serve as integral member of executive administrative team supporting senior management. Be an exceptional ambassador representing the Garden and its Executive Vice President Finance & Administration/CFO, and Vice President HR to internal and external stakeholders. Passionate about the Garden’s mission-driven organization that is dedicated to cultivating the power of plants to sustain and enrich life.

Responsibilities

In this role you will be responsible for the following:

General Administration:

• Anticipate and respond to a broad spectrum of administrative needs; remain flexible and maintain a positive attitude and professional demeanor under pressure.
• Manage and maintain calendars to ensure the EVP Finance & Administration/CFO, and VP HR is organized, prepared, and their time is well spent.
• Create written communication based on key points that are verbally shared by EVP Finance & Administration/CFO, or VP HR and quickly turn information into a written message for review; edits documents written by EVP Finance & Administration/CFO, or VP HR.
• Maintain a filing system for the EVP Finance & Administration/CFO, and VP HR; ensure materials are accurately maintained on shared drive and hard copy, as necessary.
• Take meeting notes for the VP of HR during confidential meetings with employees or others;
• Ensure that meetings, whether face-to-face or digital, operate smoothly with all necessary support services in place, from technology to refreshment or catering.
• Track expenses and complete expense reports; code invoices for approval and route to accounting; generate accounts payable vouchers.
• Produce high-quality documents, including correspondence, mail merges, reports, memos, meeting agendas and minutes, budget plans, spreadsheets, charts, graphs, data analysis and PowerPoint presentations.
• Create offer letters for specific levels of employees as directed by VP of HR.
• Prepare and send out communication related to 403(b) eligibility and enrollment.
• Maintain accurate master record of corporate files and storage and schedule regular shredding of confidential documents.
• Receive and screen telephone calls, responding directly when appropriate; triage calls.
• Maintain subscriptions and memberships, as well as institutional memberships, as directed by EVP Finance & Administration/CFO, and VP HR.
• Create and post all-staff communications on behalf of VP of HR on the Garden’s employee Instagram page.
• Order floral arrangements and other gifts as requested.
• Support other vice presidents and other Executive Assistants when required.
• Coordinate travel arrangements (minimal).
• Perform other tasks as assigned.

Board Relations:

• Serve as the administrative liaison for the Finance and Investment Committee, Audit Committee, and Human Resources and Compensation Committee.
• Coordinate full cycle of board committee meetings for the EVP Finance & Administration/CFO, and VP HR; including preparing documents for distribution, call to meetings, determining meeting dates, and note taking/ preparing minutes from board committee meetings; annotated itineraries as required.
• Assure timely planning sessions occur for these committee meetings, prepare and post to board web pages material for upcoming meetings and presentations; coordinate correspondence, meeting venue and logistics, assure meetings run smoothly in all formats, and assure meeting minutes and attendance is taken and archived appropriately.
• Adhere to Garden standards, material presentation, and record-keeping.
• Communicate with the Board on behalf of EVP Finance & Administration/CFO, and VP HR.
• Collect and compile annual Conflict of Interest and Statement of Director Commitment & Responsibilities forms.

Communication:

• Communicate directly, and on behalf of the EVP Finance & Administration/CFO, and VP HR in a professional, confidential manner.
• Effectively communicates with all levels of the organization through various channels such as Zoom, Teams, email, phone, correspondence, and in person.
• Provide a bridge for seamless communication between the EVP Finance & Administration/CFO, and VP HR office and the Board and other internal/external departments.

Chicago Botanic Garden Values & Behaviors:

VALUES

As an organization, we…

BEHAVIORS

As an organization, we…

Prioritize a culture of GROWTH.

We commit to remaining curious in how we approach our work.

• Create and maintain spaces for learning.
• Test new ideas and are willing to take risks to achieve our vision.
• Collaborate to strengthen our skills and impact.
• Demonstrate perseverance and humility as we work towards our long-term impact.

Seek to UNDERSTAND.

We seek to understand others from their perspective.

• Provide opportunities for input and feedback from others.
• Actively listen to all points of view.
• Consider individuals’ lived experiences.
• Advocate for and protect time for reflection especially during times of conflict or confusion.

See one another through a lens of RESILIENCE.

We believe that all individuals can experience good outcomes with support.

• Give others the space to balance work and personal needs.
• Support others and demonstrate empathy especially during challenging and stressful times.
• Seek opportunities to learn from and about one another.
• Ask questions about and anticipate the needs of others.

Build TRUST through TRANSPARENCY

We hold ourselves and others accountable by centering decision making that honors all people.

• Communicate information in a timely manner.
• Provide clarity in complex situations with the goal of common understanding.
• Discuss both positive and negative outcomes openly.
• Evaluate the impacts of our actions.

Qualifications

Our ideal candidate will have the following:

• Extremely well-organized administrator who is comfortable and confident in executing high level administrative support to the EVP Finance & Administration/CFO, and VP HR using the utmost discretion and professionalism.
• Ability to anticipate needs providing exceptional service.
• Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously.
• A profound attention to quality, keen attention to detail and spirit of service excellence.
• Expert proficiency with Microsoft Office products (including, Outlook, Word, Excel, PowerPoint), Adobe Acrobat DC, and web communications required.
• Advanced data analysis, project coordination, HRIS knowledge and use required.
• Proficient in virtual meeting technology; specifically, Microsoft Teams, and Zoom (others as appropriate/available).
• Demonstrated organizational skills, project coordination experience, proven problem solving, decision making, and interpersonal skills.
• Experience providing complex, confidential administrative support in a high-profile environment.
• Experience providing executive support to board meetings, including complex note taking and document preparation.
• Proven ability to work well in teams and with all levels of internal management and staff, as well as outside clients, donors, vendors, and the press.
• A minimum of at least seven years of prior Executive Assistant experience; Professional Administrative Training preferred; bachelor’s degree preferred.
• A valid driver’s license insurable by the Chicago Botanic Garden.

Physical Demands:

Office setting. Frequent sitting, standing, walking, bending, listening, speaking, and keyboarding. Use of office equipment including computers, telephones/polycoms, copiers, scanners, fax machines, projectors, smart keyboards, and video monitors (A/V equipment). Ability to walk and/or golf cart frequently around the Garden to run errands, deliver materials, and set up for events. Occasional event work requires long periods of standing. Some requirements for lifting, pushing, or pulling items less than 30 pounds.

Why Apply?
Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, or basis of disability, or any other federal, state, or local protected class.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and qualifications required of personnel so classified.

In accordance with Title IX of the Education Amendments Act of 1972, Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX Coordinator should you have questions or concerns. Please do not call this number to inquire about job postings or the status of your application, or with solicitations from companies or third-party recruiters.