Family Shelter Service, an agency providing help and hope for victims of domestic violence and their children for over 40 years, is looking to hire a full time (40 hours/week)Executive Assistant.
This is a great opportunity to not only make a difference but meet some wonderful people who are doing good in this community. We need a highly organized, goal focused, planful and orderly person who can also tolerate the messiness that comes with working in a non-profit. Seeking someone who can keep the Executive Director, Board, Advisory Council and Director of Safer Living well-structured.
Duties and Responsibilities:
Serve as the Executive Director’s liaison and provide administrative support to the Board of Directors and Board committees.
Assist with preparation and distribution of board meeting materials.
Maintain and distribute Board calendar and meeting notifications.
Schedule and set up meeting rooms for the Board of Directors.
Organize and maintain all board documents (i.e.: regular Board meeting and executive session minutes, Board resolutions, Board policies, by-laws and committee charters).
Maintain individual board member files, process new board member applications, and track board member volunteer hours.
Maintain both mailing & public relations lists of board and committees.
Maintain discretion and confidentiality in relationships with all board members.
Manage communication with Advisory Council and coordinate the annual meeting.
Schedule appointments and maintain Executive Director's calendar.
Follow up on contacts made by the Executive Director and support the cultivation of ongoing relationships.
Manage a variety of special projects as assigned by the Executive Director.
Provide support to the Director of Safer Living and the Safer Living Program.
Provide administrative support to program area including: ensuring client materials, welcome packets, copies of paperwork, etc. are available; and picking up and shuttling supplies to other locations.
Proofread reports and written documents for grammar, punctuation and spelling errors. Create draft communications for review.
Provide overall management of the office including answering calls, taking messages, scheduling meetings, greeting guests, ordering supplies, keeping the office area organized, and making sure office equipment is functioning properly.
Ensure that front reception area is welcoming, inclusive and trauma informed for all clients and guests entering the building. Maintains front reception area and client workspace.
Develop and manage a pool of volunteer receptionists to staff the front desk.
Supervised by the Executive Director.
Provides support to the Director of Safer Living.
Qualifications and Characteristics:
Education: College Degree preferred.
Experience: Prefer a minimum of 3 – 5 years experience as an executive assistant; high-level proficiency using Microsoft Office 365, Sharepoint, MSWord, Excel and various database applications; adept at using technology.
Training: 40-hour Domestic Violence training required; may be obtained after hire.
Technical: Typing of 50 words per minute.
Social Skills: Able to function well with minimal supervision.
Leadership: Demonstrate professionalism, flexibility, good judgment and commitment to teamwork.
Must have privately owned vehicle, valid driver’s license, good driving record, and liability insurance.
Must be able to operate general office equipment.
Must be able to communicate with people on the telephone.
Must be a notary or be willing to obtain designation.
Must have 40 hour domestic violence training or complete training upon hire.
Must be able to lift 25 lbs. and stand, sit and bend for periods of time.
Located in Wheaton, Illinois, Family Shelter Service offers a competitive salary, comprehensive benefits package including medical, dental and vision, flexible work schedule and the opportunity to participate in the 403(b) retirement program.
To apply for this position, please submit a cover letter, including salary history and requirements, and your resume.
Family Shelter Service transforms lives by offering help and hope to those affected by domestic violence. The agency offers a comprehensive domestic violence program in DuPage County. All services are free of charge and confidential. Operating 365 days each year, Family Shelter Service provides immediate safety for victims of family violence by offering: a 24-hour hotline, DuPage crisis shelter, ...court advocacy and counseling services – in English and Spanish – for women and children, male victims and abused elderly. In addition, we provide a program specifically focused on the needs of children. For more information, please visit our web site at www.familyshelterservice.org