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Posted: Thursday, September 28, 2017 12:03 AM


Position Description
Reporting to the Executive Director, the Executive Assistant is responsible for providing executive administrative support to ensure that the Firehouse offices operate in an organized, efficient and professional manner. In addition to administrative duties, s/he will have a significant role supporting the finance and fundraising operations of the organization. S/he will also be responsible for coordinating, directing and managing special programs, functions and activities as assigned.

Key Responsibilities:

Executive Support

· Coordinates Executive Director’s calendar of appointments, meetings and travel itineraries.
· Screens, routes and responds to the Executive Director’s emails and calls.
· Arranges Executive Director's mail in priority order and follows up as requested.
· Composes general letters and reports for Executive Director.
· Completes and submits expense reports for Executive Director after travel.
· Provides administrative support to the Director of Programs and Board of Directors, including scheduling meetings, preparation of agenda and meeting materials, meeting minutes and follow-up calls.

General Administration

· Oversees filling system and management of key and confidential documents.
· Sets up Firehouse tickler system to ensure follow-through on projects and requests.
· Represents office as liaison to internal and external contacts.
· Manage and maintain building usage/event calendar.
· Manage repair and maintenance of building and office equipment, including computers, phones and printers.
· Acts as recording secretary and prepares action minutes for meetings.
· Monitors and replenishes inventory of office supplies.
· Coordinates meetings, including attendee management, agenda and materials preparation, and room set-up and break down.
· Supervise volunteer staff.
· Maintain key relationships with community partners, leaders and political offices.
· Identify opportunities to develop organization-wide systems that will increase the efficiency and effectiveness of the organization and manage the implementation of those systems.

Development and Financial Management Activity

· In collaboration with Bookkeeping Consultant, performs specified bookkeeping, billing and reconciliation tasks as assigned.
· Assists with the research, coordination and submission of proposals, correspondence and ancillary materials for funding opportunities.
· Assists with the production and submission of progress and financial reports to funders.
· Assists with planning, facilitation and/or implementation of projects, special events, and/or programs.
· Assists with donor and foundation database management.

Preferred Qualifications

· 3-5 years executive assistant experience
· Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced nonprofit setting
· Superb communication and interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners and donors
· Highly resourceful team player, with the ability to also work independently
· Proven ability to handle confidential information with discretion, and be adaptable to various competing demands
· Proficient in Microsoft Office (Excel, Word, Power Point), Social Media platforms and Adobe Acrobat
· Excellent attention to detail and demonstrated ability to meet deadlines
· Top-notch writing and corresponding capabilities

Application Process
Please send cover letter and resume via email with "Executive Assistant” in the subject line to:

• Location: Chicago

• Post ID: 73775393 illinois is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017