Job Summary: The Executive Assistant to the Chief Executive Officer (CEO) & Board of Directors provides primary administrative support to the CEO, Board of Directors and Leadership Team. Responsibilities include but are not limited to: managing the logistical planning for Board and committee meetings and events; recording meeting minutes; assisting with the development of presentation materials (including handouts and PowerPoint presentations); drafting correspondence; and other administrative duties as required.
Provides administrative support for CEO.
Provides administrative support for the Board of Directors.
Provides administrative support for the Leadership Team (Chief Operating Officer, Vice President of Marketing, Vice President of Mission Delivery, Chief Development Officer).
Creates, updates and distributes materials for Board members, Board meetings. Board committee meetings, and Staff meetings (monthly and ad hoc).
Creates presentations (Power Point) and videos as needed.
Creates correspondence and communication to Board members, Board Alumni, committees, and key constituents.
Serves as primary gatekeeper of communication to Board members, committees and various key constituents.
Composes and/or prepares routine correspondence including letters, agendas, etc.
Prepares various reports such as Board Giving, Board Calls for Major Donors, Wish Ball sponsorship, etc.
Responsible for all logistical planning of all Board related meetings and events. Includes: scheduling meetings, securing space, communicating meeting information/agendas, confirming attendees, securing Wish family presenters, creating and presenting wish mission videos, securing equipment, ordering food and all other logistics.
Attends all Board meetings, taking minutes and distributing electronically.
Supports Board of Director Committees with meeting logistics, taking minutes and distributing electronically: Executive, Board Development, Finance, Fund Development and Strategic Planning.
Secures appointments for the CEO through phone follow-up procedures. Includes coordinating schedules, scheduling and confirming appointments, and ensuring participants have required information prior to appointment.
Screens CEO incoming calls and correspondence and responds independently or directs to others in the Foundation.
Responsible for all CEO and Board member travel planning while on Make-A-Wish business including air and ground transportation, hotel and conference reservations.
Responsible for all internal foundation communications including updating the chapter’s intranet and website, updating staff on internal items related to the CEO.
Updates and maintains Board Roster with National Make-A-Wish organization through self-service intranet site.
Performs administrative duties as required. Includes copying, faxing, mailing, invoice/expense processing, and filing.
Other duties as assigned by supervisor.
Preferred Skills & Abilities:
Excellent written and verbal communication skills (writing sample required).
Ability to work independently and without supervision while demonstrating discretion and independent judgment.
Strong attention to detail.
Ability to manage multiple tasks and projects simultaneously.
Excellent organizational and time-management skills.
Proficient with computer applications – a thorough understanding of Microsoft Outlook, word processing (Microsoft Word), mail merge, spreadsheets (Microsoft Excel), databases (Access), presentations (PowerPoint) and the ability to learn and master other computer technology /software programs as needed. Good command of Internet usage.
Working knowledge of Blackbaud’s Raiser’s Edge (preferred).
Minimum 3 - 5 years administrative experience required.
About Make-A-Wish Illinois
"Together, we create life-changing wishes for children with critical illnesses."
-The Make-A-Wish Mission
Every year, nearly 1,200 children in Illinois are newly diagnosed with a critical illness. Make-A-Wish® believes that wishes are an important part of the overall care and treatment of these children. Each wish offers the opportunity for a joyous, life-changing experience.
Since 1985, Make-A-Wish Illinois has granted more than 14,000 wishes to children across the state with the support of 1,400 volunteers and numerous donors and other supporters.
A dynamic, professional staff is essential to delivering high-quality wishes to children with life-threatening medical conditions across Illinois. Named one of The Non-Profit Times Best Non-Profits to Work For in 2016, Make-A-Wish® Illinois offers an environment that encourages excellence and allows individuals to grow and flourish while delivering the mission. We hope you consider applying for any one of these unique opportunities.