The Office Manager and Executive Assistant is responsible for managing the day-to-day operations of CVG’s Chicago office to ensure operational efficiency and the highest professional standards, and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. Office management functions include, thedevelopment and implementation ofoffice policies and procedures to guide the operation of the office, and ensuring that office operations and procedures are organized, correspondence is tracked and responded to in a timely fashion, filing systems are established and maintained, supply requisitions are reviewed, approved, and processed expeditiously, and all clerical functions are properly executed. During the first year of its operation, office management will also include coordination of office functions and staff procedures with CVG's fiscal agent. Executive Assistant responsibilities include coordination and management of all aspects the CEO's schedule, travel, and correspondence; liaison to the board of directors and senior management teams; organization and coordination of executive outreach and external relations efforts; and oversight of special projects.
Develop and implement organizational policies, procedures and systems for on-site and remote office personnel and office functions, including filing, billing, accounts payable, payroll and scheduling
Develop and implement procedures for retention, protection, retrieval, transfer, and disposal of records in accordance with relevant laws and best practices
Oversee requisition, maintenance and inventory of supplies and equipment
Manage relationships with vendors, service providers and landlord, ensuring timely invoicing and payment
Manage contract and price negotiations with office vendors and service providers
Maximize office efficiency by carrying out planning and execution of equipment procurement, layouts and office systems
Function as point person for office maintenance, correspondence, mailing, shipping, and billing
Partner with HR to maintain office policies as necessary
Support on-site and remote office staff with operational tasks essential to the performance of their responsibilities (e.g., ordering business cards, etc.)
Greet and provide general support to visitors
Highly complex scheduling and calendar management - including proactive management of the day-to-day activities of the CEO, as well as the scheduling of meetings with internal and external constituents, boards, and committees
Facilitate, build and monitor relationships including tracking contacts and managing follow-up for a wide variety of high-level relationships
Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities
Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines
Coordinate travel arrangements, including booking of international and domestic flights, hotels, and other logistical needs
Field calls and emails as appropriate, including reviewing, assessing, routing, answering and monitoring follow up action steps on correspondence
Draft, edit and proofread correspondence and other materials and establish and maintain archive system for reference
Serve as the organization’s administrative liaison to its board of directors, including assisting board members with travel arrangements and ensuring advance distribution of materials before meetings
Collect and review meeting agendas, briefing materials and talking points (as needed) to ensure that the CEO is fully briefed and prepared in advance of any commitment
Ensure that the CEO's brief biography, curricula vitae, and other organizational background materials are kept updated and respond to requests for materials
Provide meeting support including, logistics, agenda and materials preparation, and note or minutes taking
Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines
• Assist with corporate card reimbursements, travel and expense reconciliation, and other financial activities
Work as a member of the team, willingly providing back?up support for co?workers when appropriate and actively supporting the mission of CVG
Knowledge of office management responsibilities, systems and procedures
Supply management experience
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and oral communication skills
Strong organizational and planning skills
Outstanding interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Technologically savvy with an interest in current and new technology
Proven ability to handle confidential information with discretion
Highly proficient in MS Office Suite
Additional Salary Information: Competitive/commensurate with experience and other qualifications. Competitive benefits package available
About Cure Violence Global
Cure Violence Global (CVG) is a nonprofit, non-governmental organization (NGO), led by Gary Slutkin, M.D., former head of the World Health Organization’s (WHO) Intervention Development Unit, and Professor of Epidemiology and International Health at the University of Illinois/Chicago School of Public Health. Dr. Slutkin created the Cure Violence health model, an epidemiological approach to violence reduction and prevention, as a program of the School of Public Health at the University of Illinois at Chicago in 2000. Due to the overwhelming domestic and international demand for adaptation and replication of the approach, CVG was established as an independent NGO in 2019 with offices in downtown Chicago and off-site personnel located in several other cities.
CVG is a teaching, training, research, assessment, and project management organization focused on a public health approach to violence prevention. The Cure Violence health model is used by more than 50 communities in the U.S., as well as in countries ranging from El Salvador to South Africa to Syria. Cities and organizations implementing the Cure Violence health model regularly experience reductions in violence within the firs...t year ranging from 40-70% and greater reductions in subsequent years. CVG provides cities and community organizations with the training and technical assistance needed to effectively implement the Cure Violence approach, with a current focus on three global regions: the United States, Latin America, and the Middle East/North Africa.
CVG is also co-leading a movement to treat violence as a health problem. This effort aims to fundamentally shift the discourse on and approach to violence from the prevailing criminal justice paradigm to a health-based understanding and approach by activating voices and resources throughout our comprehensive health system and establishing violence prevention as a health sector responsibility and imperative.
CVG is an equal opportunity employer and welcomes applicants of all races, ethnicities, religions, genders, gender identities, and sexual orientations.