Executive Assistant to the CEO

JOB TITLE: Executive Assistant to the CEO STATUS: Full-Time

FLSA STATUS: Exempt CUSTOMARY HOURS: 8:00 am-4:00 pm

HOURS/WEEK: 40

DIVISION: Office of the CEO

DEPARTMENT: Senior Leadership Team

DIRECT SUPERVISOR: Chief Executive Officer

DIRECTLY SUPERVISES: None

Mission

Marillac St Vincent Family Services strengthens, empowers, and gives voice to those in need in the Vincentian spirit of service – through education and comprehensive programs to foster thriving communities in Chicago.

Core Values

Our employees commit themselves as individuals to live out the core values of integrity, excellence, creativity, advocacy, respect, and empowerment in our daily work as we serve the needs of others.

Integrity - Acting with transparency, humility and honesty

Excellence - Providing quality care with compassion

Creativity - Being continuously resourceful and inventive

Advocacy - Supporting the cause of those who lack resources for a reasonable quality of life

Respect - Recognizing our own value and upholding the dignity and value of all people

Empowerment - Providing skills and resources to achieve full human development

Team Behaviors

1. Versatility – Understanding and appreciating different and opposing perspectives on an issue; adapting one’s approach as the requirements of the situation change; an eagerness for positive action; self-control; active listening.
2. A collaborative work model – Cooperatively working and sharing responsibility, contributing to the group effort; realizing a sense of commitment and ownership in the success of the organization’s goals.
3. Mutual accountability – Holds others accountable for their roles; provides and receives feedback and takes constructive action.
4. Client/customer advocate – Identifies opportunities to improve quality of services; presents oneself professionally.
5. Protects confidentiality & privacy – Respects and protects information about all staff and clients.

General Summary

As the Executive Assistant to the Chief Executive Officer, CEO, you will be critical in supporting the CEO in all aspects of their work, including managing their schedule day-to-day activities, facilitating effective communication with the board of trustees and committees, and overseeing strategic projects. Marillac St Vincent Family Services strengthens, empowers, and gives voice to those in need – in the Vincentian spirit of service – through education and comprehensive programs to build vibrant communities in Chicago. The Executive Assistant will work closely with the CEO to ensure the efficient operation of the organization and contribute to its overall success. This position requires an elevated level of professionalism, discretion, and organizational skills, as you will be responsible for maintaining confidentiality, ensuring seamless board interactions, and managing key initiatives on behalf of the CEO.

Duties & Key Responsibilities

Executive Support

• Act as the primary point of contact between the CEO and internal and external stakeholders.
• Manage the CEO's calendar, scheduling appointments, meetings, and light travel arrangements.
• Provides high-level administrative support and assistance to other assigned leadership staff.
• Performs clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Order, coordinate delivery and setup of food for meetings and events.
• Prepare and organize materials for meetings, presentations, and reports.
• Handle and prioritize incoming emails, phone calls, and correspondence on behalf of the CEO.
• Manage the CEO's credit card transactions, ensuring accurate records of expenses.
• Maintain an organized filing system for important documents, records, and reports.

Board Liaison:

• Serve as a liaison between the CEO and the Board of Trustees and Committee Chairs.
• Coordinate and schedule quarterly Board of Trustees and Committee meetings, ensuring timely distribution of materials and agendas.
• Prepare and distribute meeting minutes and action items to the Board of Trustees and Committee Members.
• Draft and prepare official board resolutions for board meetings and corporate decision-making.
• Maintain board records, including bylaws, resolutions, and official documents.
• Facilitate communication and collaboration between the CEO and board members.

Annual Board Meeting:

• Coordinate the Annual Board meeting, ensuring the preparation of all logistics and materials.
  • Organize catering for annual board meetings, considering the preferences and dietary restrictions of board members.
  • Coordinate IT requirements for meetings, ensuring technology is functional and accessible. Troubleshoot technical issues as needed during meetings.
• Collaborate with stakeholders to establish the meeting agenda and content.
• Coordinate presentations, reports, and materials required for the meeting.
• Assist in facilitating the smooth execution of the annual board meeting, including managing follow-up actions

Project Management:

• Manage strategic projects on behalf of the CEO, including research, planning, and execution.
• Collaborate with the Senior Leadership Team to drive project goals and objectives.
• Prepare regular project status reports for the CEO.
• Utilize technology and project management systems to help manage critical projects for the CEO's office.

General Office Management:

• Maintain an organized and efficient office environment.
• Assist with general administrative tasks as needed.

Other Duties as assigned.

Job Requirements

Experience/Education

Minimum Bachelor's degree in business administration or a related field. At least five years of experience as an executive assistant, board liaison, or project manager, preferably in an executive-level environment.

Qualifications

• Exceptional organizational and time-management skills.
• Strong interpersonal and communication skills, both written and verbal.
• Proficiency in office productivity software (e.g., Microsoft Office Suite).
• Experience in project management, including project planning, execution, and reporting.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Strong problem-solving and decision-making abilities.
• Elevated level of professionalism, discretion, and ethical conduct.
• Cultural competencies working in a diverse workplace environment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job, the employee is regularly required to talk, read, and hear.

2. Possess the ability to fulfill and any all-office activities normally expected in an office setting, to include, but not limited to: remaining seated for periods of time to perform computer entry, participating in filing activity, lifting, and carrying office supplies (paper reams, mail, etc.)

3. The employee must occasionally lift and/or move up to 20-25 pounds.

4. At times, may require more than 40 hours per week to perform the essential duties of the position.

5. Fine hand manipulation (keyboarding).

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Internal office space.
2. The noise level in the work environment is usually moderate.