Executive Administrative Assistant

Chicago South Side Birth Center; Chicago (IL); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Chicago South Side Birth Center in Chicago, IL seeks a hands-on Executive Administrative Assistant to support the Executive Director and leadership team. This hybrid role combines in-office coordination with remote work, handling calendars, travel, meetings, and board-related tasks while ensuring privacy and efficiency.

You will manage communications, prepare reports, process vendor payments and expenses in QuickBooks and Bill.com, maintain records, and assist HR with onboarding and vacancies,

Qualifications

• 3 years experience with executive level administrative support.
• Proficient in Microsoft Office Suite or similar software.
• Excellent verbal and written communication skills.
• Ability to work with leadership team and manage multiple tasks.
• Knowledge of recordkeeping, filing, and clerical procedures.
• Commitment to racial, gender, reproductive, economic, environmental, and social justice.

Responsibilities

• Monitors PO Box and mail weekly and maintains filing system.
• Coordinates travel, meetings and appointments for Executive Director.
• Organizes staff meetings, agendas, minutes, reminders and catering.
• Supports Board coordination: reports, agendas, minutes and communications.
• Prioritizes emails and prepares summaries of data as needed.
• Manages calendar, reminders and project tasks to meet deadlines.
• Oversees sensitive information with discretion and confidentiality.
• Processes AP with vendors using Bill.com; records invoices and tax payments.
• Deposits checks and records expenses in QuickBooks; supports HR onboarding.

Skills

Excellent communication

Organizational skills

Time management

Attention to detail

Education

High School Diploma or equivalent

Associate’s Degree preferred

Tools

Microsoft Office Suite

QuickBooks

Bill.com

Job description

About the position:

The Chicago South Side Birth Center (CSSBC) is seeking a full time (40 hours/week) Executive Administrative Assistant to provide high level administrative support to our Executive Director as well as other leadership team members. This is an exciting opportunity to support the startup of the Chicago South Side Birth Center and to champion birth equity in Illinois. This is a highly visible position that works closely with the Executive Director and is vital to maintaining organization of tasks and schedule. This position is supervised by the Executive Director and is hybrid (home and in-office at Chicago Beyond). Some evenings and weekends will be required.

Duties and Responsibilities:

• Monitors PO Box and mail weekly.
• Maintains accurate and comprehensive records, reports and documents in an efficient filing system.
• Coordinates and schedules travel, meetings, and appointments for Executive Director and other staff as needed.
• Organize staff and other meetings to include scheduling, preparing agendas and minutes, sending reminders, compiling documents, and organizing catering when necessary.
• Participate in organizational planning initiatives and assist with project management.
• Support engagement of and communication with the Board of Directors, by assisting with meeting coordination, hospitality arrangements, compiling documents, disseminating reports and minutes, and creating agendas for Board meetings and board committees (as appropriate).
• Prioritize email, minutes, and other related documents; prepares written summaries of data when needed
• Support the Executive Director with reviewing and prioritizing email communication, organizing calendar, scheduling reminders and project managing tasks to ensure deadlines are met and project efficiency.
• Works closely and effectively with the Executive Director, keeping them well informed of upcoming commitments and responsibilities, prioritizing conflicting needs, and handling matters expeditiously and proactively.
• Order office supplies and equipment and maintain accurate inventory.
• Process AP with vendors using Bill.com our payment platform
• Keeps records of invoices and tax payments
• Deposit checks in appropriate bank accounts weekly
• Record expenses utilizing financial management system (Quickbooks)
• Support donor communication and appreciation as needed.
• Support HR function by maintaining job vacancy postings, scheduling interviews, and reviewing the onboarding packet with new hires.
• Provide administrative support to all team members as needed (i.e. food pickup/ordering, hospitality, logistics, etc.)
• Performs other related duties as assigned

Education and/or Experience:

• High School Diploma or equivalent required; Associate’s Degree preferred.
• 3 years experience with executive level administrative support.
• Proficient in Microsoft Office Suite or similar software.
• Knowledge of administrative and clerical procedures, such as recordkeeping, filing and note taking.
• Excellent verbal and written communication skills and ability to communicate effectively with various stakeholders.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and organizational skills and ability to pivot to multiple projects.
• Excellent time management skills and ability to meet deadlines.
• Ability to work independently and cohesively with leadership team members.
• Access to transportation. 10% travel required.
• Ability to oversee sensitive information (including prioritizing and escalating relevant information as needed); ability to treat confidential information with appropriate discretion.
• Demonstrated commitment to racial, gender, reproductive, economic, environmental, and social justice.