Executive Office Coordinator to the President

MacArthur Foundation; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

MacArthur Foundation seeks an organized Coordinator for the President's Office to provide high-level administrative support to the President and Chief of Staff. The role requires initiative, discretion with confidential information, and a collaborative, adaptive mindset in a fast-paced environment.

The position is based in Chicago, IL, and involves coordinating travel, preparing expense reports, and managing meeting materials and vendor contracts.

Qualifications

• Excellent writing, editing, and organizational skills are essential.
• Comfortable working in a team environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and eager to learn new tools.

Responsibilities

• Receives and routes incoming calls to the President's Office.
• Greets and directs guests of the President's Office.
• Manages all incoming electronic and USPS correspondence.
• Arranges and coordinates appointments for the President with Foundation staff.
• Books domestic and international travel for the President.
• Prepares the President's and Chief of Staff's expense reports.
• Creates briefing and meeting folders.
• Manages production of meeting and background materials.
• Creates and manages consultant and vendor contracts and invoices.
• Prepares and distributes weekly Heads-Up tracker for staff.
• Liaises with Meeting Planning and Events team and manages meeting bookings in Condeco.
• Manages the President's Open House.
• Provides tech support for meetings (AV, Blue Jeans, Skype, etc.).
• Understands and endorses the Foundation's mission and values.

Skills

Writing/Editing

Organizational skills

Teamwork

Diplomacy

Tools

Microsoft Office

Job description

MacArthur Foundation seeks an organized Coordinator for the President's Office to provide high-level administrative support to the President and Chief of Staff. The role requires initiative, discretion with confidential information, and a collaborative, adaptive mindset in a fast-paced environment.

The position is based in Chicago, IL, and involves coordinating travel, preparing expense reports, and managing meeting materials and vendor contracts.