Executive Assistant

Metropolitan Family Services; Chicago (IL); On-site; USD 50,000 - 56,000; Full time

Benefits offered by this job

Medical Coverage

Dental Coverage

Vision Coverage

HSA contributions

Teladoc services

401K match

Job summary

Metropolitan Family Services in Chicago seeks a full-time Executive Assistant to support the Executive and HQ team. The role involves coordinating meetings, travel, and communications, with heavy emphasis on confidentiality and high-level administrative tasks.

Requirements include a Bachelor’s degree or equivalent experience with 2+ years in office roles and strong skills in Word, PowerPoint, Excel, and project management. Salary ranges documented; benefits package provided.

Qualifications

• Bachelor’s degree or equivalent with relevant office experience.
• Demonstrated ability to handle confidential information and complex scheduling.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate meetings, travel, conferences, and external engagements.
• Manage mailings, communications, attendance, and meeting logistics.
• Draft letters and materials; support grant proposals as needed.
• Prepare and file minutes; distribute within required timeframes.
• Oversee executive expense reports and direct report approvals.
• Maintain memberships and subscriptions; process invoices.
• Provide backup support to President’s Office Executive Assistant and HQ team.

Skills

Oral and written communication

Project management

Time management

Initiative

Prioritization

Teamwork

Tact

Judgement

Diversity sensitivity

Education

Bachelor’s degree in business or related field

High School Diploma or equivalent with 5+ years secretarial experience

Tools

Word

PowerPoint

LucidChart

Excel

Job description

We are now hiring for a full-time Executive Assistantto join our Headquarters Team!

SALARY: The average starting salary for this position will fall in the range of $50,400and $55,800annually. Where candidates fall in this range will be based on skill and experience level.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Working independently arranges for regular constituent meetings, coordinates planning for conferences, travel and meetings with outside organizations.
• Coordinates mailings, manages electronic communications, coordinates attendance, and other tasks related to the meetings, as needed.
• Works with material frequently of a highly sensitive and confidential nature.
• Makes frequent contacts with Board, management staff, business, donors, government, and community leaders, always requiring a tactful approach and often a high degree nonjudgement.
• Coordinates arrangements and materials for Board meetings, Board Committee meetings, staff meetings, and other meetings for the Executive. Interacts with related staff and Board members. Opens, reviews, and prepares incoming mail. Prepares outgoing correspondence for mailing.
• Drafts letters and develops or updates materials. Composes routine letters for the Executive May take an active role in preparing grant proposals including formatting and coordinating tables, charts and other materials.
• Using a high degree of judgement, brings a wide range of matters to the Executive for timely attention. Identifies problems and issues affecting agency operations and, program service delivery, interdepartmental work, etc.
• Using a high degree of judgment, handles all aspects of communications related to the Executive, including visitors and telephone calls, screening, taking messages, responding to inquiries and assisting callers within area of competence.
• Types, formats, and may draft manuscripts, reports, and other key documents, frequently confidential in nature, exercising care to watch for discrepancies, inadvertent oversights, and consistency with organization procedures and practices. Attends meetings, greets attendees, and provides assistance as needed. Takes minutes at designated meetings and publicizes those minutes within the timeframe requested.
• Manages and completes expense reports for the Executive in a timely manner. Provides oversight and approval of expense reports of the direct reports of the Executive.
• Maintains memberships and subscriptions for the Executive or the agency.
• Processes and ensures payment of invoices for expenses generated by the Executive or designate.
• Provides backup for the President’s Office Executive Assistant and HQ Support team.
• Other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree in business or related field and 2+ years of recent office experience with increasing and multiple levels of responsibility.
• OR High School Diploma or equivalent education and minimum of 5+ years of experience in secretarial work required.

KNOWLEDGE, SKILLS, and ABILITIES:

• Excellent skills in a wide array of computer software, including Word, PowerPoint, LucidChart, and Excel.
• Excellent oral and written communications skills, including knowledge of grammar and spelling, and ability to compose documents and letters and to proofread and edit documents as needed.
• Excellent project management and time management skills.
• Demonstrated ability to take initiative and anticipate the needs of the Executive.
• Ability to prioritize and meet the needs of a number of executive level staff and their direct reports.
• Ability to work both individually and as a team member in a highly complex and face-paced environment.
• Excellent tact, consideration, and good judgement in dealing with a wide range of the public.
• Ability to work effectively with diverse individuals and groups.
• Demonstrated success in increasing levels of management roles, including supervision of management staff and oversight of domestic violence services.

METROPOLITAN FAMILY SERVICES VALUES AND EXPECTED BEHAVIORS:

• Client Centered/Mission Driven
• Adaptable
• Goal Oriented/Solution Focused
• Self-Reflective and Receptive to Feedback
• Collaborative
• Positive Demeanor
• Trustworthy/Accountable

TRAVEL/MOBILITY REQUIREMENTS:

Driving for work required with a personally owned vehicle.

TRAVEL BETWEEN SITES:

Yes.

PHYSICAL DEMANDS

• While performing the essential duties of this job, the employee is required to sit and stand for sustained periods of time, frequently talk, hear, use hands and fingers to feel, handle and operate objects or controls, and occasionally stand, bend, stretch, stoop, kneel and crouch.
• The employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing and viewing a computer terminal.
• The employee may occasionally lift and/or move up to 30 pounds.

• Medical Coverage, Guardian Dental Coverage, and VSP Vision Coverage.
• Metropolitan Family Services contributions of $2,000 to individual, and $4,000 to family, HSA accounts, pro-rated to your benefits start date.
• FREE General Medicine and Behavioral Health Teladoc services provided to all team members.
• Ascensus 401K plan services with a 4% employer match, vested at 100% on day one of eligibility.

ABOUT US:

Metropolitan Family Servicesempowers families to learn, to earn, to heal, to thrive. Part mentor, part motivator, part advocate, since 1857, Metropolitan family Services has been the engine of change that empowers families to reach their greatest potential and positively impact their communities. Metropolitan isIllinois' first comprehensive human services agency and reaches more than 117,000 individuals and families in Chicago, Evanston/Skokie, the southwest suburbs and DuPage County with services promoting education, economic stability, emotional wellness and empowerment.