What are the responsibilities and job description for the Executive Assistant position at ONE FAMILY ILLINOIS?

Job Description

The Role :

The Executive Assistant (EA) primarily supports the CEO and oversees Board relations (Governance) for the agency. The EA will be tasked with handling special projects as they relate to supporting the CEO and CAO to achieve the organization’s mission and strategic goals. This position provides high-level administrative and project management support, serves as a liaison to the Board of Directors, assists with advancement and fundraising initiatives.

This role requires exceptional organizational, communication, and interpersonal skills, along with the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Responsibilities :

Executive Support

Manage the CEO’s and CAO’s calendars, travel arrangements, and correspondence to ensure efficient workflow and time management.

Prepare meeting agendas, presentations, and reports for internal and external meetings.

Serve as the primary point of contact for the CEO, representing them professionally in communications with stakeholders, donors, and partners.

Board Liaison Duties

Act as the main liaison between the CEO and the Board of Directors, ensuring timely communication and support.

Schedule and coordinate Board meetings, including logistics, agenda preparation, and the distribution of materials.

Record and maintain accurate meeting minutes and follow up on action items.

Advancement and Fundraising Support

Collaborate with the CEO and CAO to identify, research, and cultivate relationships with current and prospective donors.

Coordinate donor outreach efforts, including scheduling meetings, preparing briefing materials, and tracking engagement activities.

Assist in planning and executing fundraising events and initiatives to support organizational goals.

Special Projects Management

Lead or assist with strategic initiatives and projects as assigned by the CEO and CAO, ensuring alignment with organizational priorities.

Conduct research and analysis to inform decision-making and provide recommendations.

Monitor progress and provide regular updates on special projects.

Qualifications :

An excellent office coordinator is, above all, an organized and competent professional with phenomenal communication skills. The role requires comfort in dealing with people and the ability to carry out administrative duties with accuracy and speed. The demonstrated ability to manage multiple competing priorities and provide high internal customer service to all team members is required.

Bachelor’s Degree is strongly preferred; Associate’s degree is required.

This role works with all levels of internal management and employees, outside clients and vendors. Flexibility, excellent interpersonal skills, and project coordination experience are desired traits and experience.

Requires strong computer and Internet research skills including in-depth knowledge of the MS Office Suite.

Sensitivity to confidential matters required; the ability to exercise discretion with sensitive material required.

Ability to network, interact and work effectively with high profile individuals in their capacity as donors, funders, board members and volunteers.

Ability and willingness to travel to all OFI sites as well as metro area meetings as position requires.

Ability to work some evenings and weekends as needed.

Ability to meet DCFS requirements as they relate to employment in a Child Welfare Agency, including a criminal background check and medical clearance.

Ability to work in an alcohol, tobacco, drug, and firearm-free environment.

Commitment to One family Illinois philosophy, mission, vision, and values.

ADA DISCLAIMER / STATEMENT : The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. Position responsibilities are intended to describe those functions that are essential to the performance of this job. This position description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

ONE FAMILY ILLINOIS is an equal opportunity employer. Employment, assignment, and promotion practices are carried out in accordance with all applicable laws, rules, regulations and orders without regard to race, religion, color, national origin, physical handicap, social handicap, sex, age, or ancestry.

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