Metropolitan Family Services empowers 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 is Illinois’ first comprehensive human services agency and reaches more than 72,000 individuals and families in Chicago, Evanston/Skokie, the southwest suburbs and DuPage County with services promoting education, economic stability, emotional wellness and empowerment.
We are now hiring for a full-time Executive Assistant to join our GO Team!
ESSENTIAL JOB FUNCTIONS:
Complete a broad variety of administrative tasks and special projects for the President/CEO. Manage a variety of special projects, some of which are confidential and may have organizational impact. Identify and call attention to matters requiring President/CEO or COO attention or action.
Provide timely, accurate and effective administrative support for the CEO, including calendar management, schedule and arrange business meetings, make travel arrangements and plan itineraries. Prepare meeting agendas and correspondence.
Plan, coordinate and ensure the CEO schedules are followed and respected; provide gateway role, managing CEO time productively.
Prepare for business meetings, which includes collecting agenda items, securing meeting resources (room booking, refreshments, etc.), notifying participants, preparing and/or assembling meeting materials.
Prepare and analyze reports, memos, letters and other documents exercising care to watch for discrepancies, inadvertent oversights and consistency with organization procedures and practices. Proof letters, memos and other written correspondence for grammar, spelling and punctuation.
Open, review and prepare incoming mail for President/CEO. Read and analyze incoming correspondence to determine significance and expedite or route to appropriate personnel in a timely and efficient manner. Prepare outgoing correspondence.
Serve as the CEO/COO administrative liaison to MFS’s Board of Directors. Manage and make all logistical arrangements for meetings of the Board, including conference space and travel arrangements; secure and prepare appropriate meeting space.
Prepare and distribute agenda, Board committee content, presentations and briefing materials in advance of Board meetings. Record and prepare formal minutes of the Board meetings in an accurate and timely manner.
Greet visitors, answer/screen telephone calls, take messages, and respond to inquiries. Handle difficult and complicated callers and determine appropriate course of action.
May supervise and train assistant or other personnel.
May serve on agency-wide committees.
Other duties as assigned.
Bachelor’s Degree preferred; Minimum of an Associates Degree
7-10 years of Executive Assistant experience supporting Executive Level Leaders with exposure to sensitive, confidential information.
Experience within a large organization supporting multiple executives preferred.
Non-profit experience is a plus.
Excellent time management and problem-solving skills with significant experience proactively and effectively managing multiple projects and deadlines simultaneously.
Proficiency with Microsoft Office applications (Outlook, Word, Excel, and Power Point). Must be adept at learning and using a variety of software programs and possess strong technology skills.
Excellent calendar management skills with experience scheduling travel arrangements.
Excellent oral and written communications skills including the ability to communicate articulately and succinctly with a wide range of constituents.
Excellent grammar, math, and spelling skills.
Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners, general public, donors, and employees.
Proven ability to maintain and deliver confidential information with discretion.
Must possess good judgment skills in dealing with a wide range of the public.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Ability to work both independently and with others in a team environment.
Metropolitan Family Services offers a very generous benefits packet to our professionals:
Blue Cross and Blue Shield Medical Coverage: HMO, Traditional PPO, or PPO w/ HSA contributions
Dental and Vision Insurance Options
11 paid Holidays
Paid Time Off (PTO)
Training and Professional Development Plan with E- Learning
Wellness Initiative Program
Employee Assistance Network
About Metropolitan Family Services
Metropolitan Family Services empowers families to learn, to earn, to heal and to thrive. Part mentor, part motivator, part advocate, since 1857 Metropolitan Family Services has been the engine of change that empowers Chicago-area families to reach their greatest potential and positively impact their communities. Metropolitan serves more than 67,000 families and individuals as diverse as the communities in which they live, with 81% being part of the working poor or lower-middle class.