Reports to (title): CEO

Job Summary:

The Part-Time Executive Assistant to the CEO is responsible for managing administration for the Executive office. Duties primarily include scheduling and managing calendars, meeting and retreat coordination, agency record-keeping, business travel arrangements, and lay leader, donor and volunteer relations. This position provides direct support to the CEO, Leadership Team, Board of Directors and Women’s Board.

Key areas of responsibility:

• Provide a high level of collaborative professional support to the CEO using independent judgment and discretion to ensure optimal workflow and
  • Coordinate meetings, phone calls and other external engagements based on understanding of CEO and agency goals.
  • Anticipate and create materials needed for meetings and presentations led and attended by CEO.
  • Develop relationships with executive office peers to effectuate timely responses to meeting requests.
  • Manage logistics, timelines and calendars to ensure the most effective use of the CEO’s time and focus; proactively monitor schedules to identify and resolve conflicts and inefficiencies.
  • Update and maintain CEO contact list.
  • Process and file expense reports.
• In addition to dedicated support for the CEO, provide professional support to Senior Leadership Team as needed.
  • Maintain administrative systems and processes for the Senior Leadership Team.
  • Manage scheduling for all meetings where CEO is present and also when involving key external stakeholders.
  • Handle all aspects of out-of-town executive travel; manage out-of-town visitor travel and hotel arrangements, coordinating schedules as needed.
• Responsible for all aspects of Board and Executive Committee Meetings, including but not limited to: meeting invitations, room reservations and set-up, reminders and attendance, nameplates, catering, meeting materials, taking and distributing minutes.
• Serve as a resource to the Women’s Board providing administrative assistancefor on-site meeting.
• Manage the production and distribution of a wide variety of correspondence and materials with a high degree of sophistication, timeliness, accuracy and confidentiality.
• Responsible for maintaining Contacts and External Address Books

Key Essential Job Duties/Physical Duties:

• Ability to sit for long periods of time (up to 4 hours).
• Repetitive movement of arms and hands to operate computer, keyboard and mouse.
• Ability to operate equipment such as phone, computer keyboard, calculator and standard office equipment.
• Vision: must be able to distinguish between colors, shades and brightness with ability to focus.
• Repetitive physical ability to stand up and assist clientele and vendors with all building entrance, as well as all doors.
• Lift/move children up to 40 lbs and carry them to safety in an emergency.
• React with physical and mental alertness in emergency situations and assist in evacuation of building.

Days/Hours/%Travel:

Monday-Friday 9:00am-5:00pm coverage on a part-time basis, up to 20 hours per week. Flexibility in being in office and remote.

Direct Reports (titles and FTE%):

N/A

Indirect Reports (titles and FTE%)

N/A

Job Category:

Management

Hourly Rate:

$35-$45

Education Qualifications:

• Bachelor’s degree

Previous Experience:

• 7+ years of progressive responsibilities providing executive level administrative support; experience working with a Board of Directors is preferred.

Other Requirements:

• Demonstrated proficiency in Windows PC applications (including MS Word, Excel, PowerPoint and/or Prezi, Teams) with the ability to learn other technology as needed.
• Excellent verbal and written communication skills, along with editing and proofreading aptitude.
• Demonstrated ability to manage new administrative systems and processes for the CEO and Leadership Team.
• Ability to manage multiple priorities, projects and display flexibility in a fast-paced and changing work environment.
• Strong organizational and analytical skills, sound judgment, with attention to detail and an intuitive and proactive approach to support.
• A keen sense of urgency, adaptability, accountability, and the ability to strive for excellence in high pressure situations in order to plan and accomplish goals.
• An innovative thinker with the ability to operate both independently and collaboratively.
• Demonstrated aptitude to comprehend directions to perform assignments with minimal supervision.
• Demonstrated mastery of professional office equipment and functions.
• Must have the ability and willingness to shift time/location to coincide with CEO’s needs.
• Ability to maintain the highest degree of confidentiality.

Employee Benefits:

The Hecktman Family JCCs of Chicago offers a suite of comprehensive benefits to full-time staff including:

• Flexible Work Schedule
• Health, dental, and vision insurance
• Participation in a 401(K) plan with matching contributions
• Life insurance and short/long term disability coverage
• Generous paid time off, sick time, and paid observance of secular and Jewish religious holidays
• Employee Assistance Program (EAP)

Uniquely JCC Benefits

• Free fitness membership at JCC Chicago community centers and aquatics facilities
• Meaningful discounts on JCC Chicago programming, including day and overnight camp, Early Childhood, and event rentals
• Professional development opportunities with the JUF/Jewish Federation