Executive Assistant - IDPL (Administration)

Institute For Latino Progress

Chicago (IL)

On-site

USD 50,000 - 55,000

Full time

14 days+

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Benefits offered by this job

Medical

Vision

Life Insurance

Short Term Disability

Long Term Disability

403b retirement saving plan

Job summary

Institute For Latino Progress in Chicago, IL seeks an Executive Assistant to provide high-level administrative and operational support to the President and CEO, coordinating schedules, meetings, and communications.

This role acts as liaison with stakeholders, supports board activities, manages confidential information, and drives special projects and events within a nonprofit setting.

Qualifications

Bachelor's degree preferred or equivalent with more than 5 years of relevant prior experience in similar positions or performing similar duties.
Exceptional judgment in handling requests and problems in supervisor’s absence.
Experience with non-profit governance and operations.
Proficient in computer/technological skills; MS Office.
Ability to edit and compose memos, agendas, correspondence and presentations.
Bilingual preferred (Spanish).
Proficient in Internet research.
Ability to work independently and in groups.
Ability to delegate tasks and view the larger project scope.

Responsibilities

Maintain Supervisor’s appointment calendar, schedule appointments, and arrange travel.
Answer phone calls and direct or take messages.
Manage office services and supplies; organize operations.
Oversee room reservations and day-to-day activities.
Greet visitors and assist on-site visits and tours.
Develop, format, and edit presentations, spreadsheets, and social media posts.
Prepare President's reports and correspondence.
Research information via internet sources.
Serve as point of contact for basic office maintenance.
Receive mail and handle deliveries.
Coordinate with staff on projects, events, and reports.
Other duties as assigned.
Provide project management for new events.
Collaborate on community distributions and new projects.
Develop and facilitate team meetings.

Skills

Exceptional judgment

Edit and compose memos

Independent and team work

Ability to manage multiple priorities

Bilingual (Spanish)

Education

Bachelor's degree preferred or equivalent

Tools

Microsoft Office

Job description

Full Time Executive/Senior MG Chicago, IL, US

2 days ago Requisition ID: 1201

Salary Range: $50,000.00 To $55,000.00 Annually

POSITION DESCRIPTION

The Executive Assistant provides high-level administrative and operational support to the President and CEO, ensuring effective coordination of executive office activities, communications, schedules, meetings, and special projects. The position serves as a key liaison with internal and external stakeholders, supports Board-related activities, and assists with organizational initiatives and events. The Executive Assistant exercises sound judgment, maintains confidentiality, and manages multiple priorities while helping ensure the efficient operation of the Executive Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Manager Functions

Maintains Supervisor’s appointment calendar, schedules appointments, and makes travel arrangements.

Answer phone calls and direct calls to appropriate parties or take messages.

Manage office services by organizing office operations and procedures, order office supplies.

Manage the building room reservations, room set up and day-to-day activities.

Welcomes individuals and groups and assist where needed on site visits and tours.

Develop, format, and edit presentations, spreadsheets, and other deliverables including social media post.

Prepare President's office reports, letters and or other correspondence.

Research and document information using various internet engines and sites.

Provides services and information to internal personnel.

Point of contact for basic office maintenance, including building access.

Receive incoming mail/package deliveries as well as assist with outgoing mail/packages.

Coordinate with other staff members on projects, events, reports, etc.

Other duties as assigned.

Special Project Coordinator Functions

Provide project management through the development of new events.

Collaborate with departments to carry out community distributions.

Support and coach teams with implementing new projects.

Develop and facilitate team meetings, as needed.

Oversee and ensure high quality of special projects including but not limited to food pantry, toy drive, prom event, and other volunteer events.

Coordinate events related to communications including social media.

Coordinate all logistics of all board meetings and events.

Act as primary point of communication for the president’s office to all board members for all.

QUALIFICATIONS

Bachelor's degree preferred or equivalent with more than 5 years of relevant prior experience in similar positions or performing similar duties

Exceptional judgment in handling requests/problems in supervisor’s absence, including assessment of level of issue and referral of issue to appropriate source

Experience working with a non-profit organization, including knowledge of governance

Proficient in computer/technological skills; Microsoft Office applications

Ability to edit and compose effective memos, agendas, correspondence and presentations

Bilingual Preferred (Spanish)

Proficient in Internet research

Ability to work independently, as well as in groups

Ability to delegate tasks and look at the larger picture in projects

Demonstrate passion and commitment to the organization's work and mission

The above is intended to describe the general conditions of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

PHYSICAL DEMANDS

Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate and exchange information, collect, compile and prepare work documents, as well as set-up and maintain work files. Position involves lifting, pushing, bending, and reaching.

WORKING CONDITIONS

Majority of work performed in a general office environment. Position requires availability for extended hours plus non-traditional hours may be required to perform job duties. Also requires participation and attendance at organization sponsored events and meetings.

BENEFITS