Sr. Executive Assistant, Office of the President & CEO

TITLE: Sr. Executive Assistant, Office of the President & CEO
DEPARTMENT: Administration
REPORTS TO: Sr. Director, Office of the President & Board Relations
STATUS: Full-time, Exempt
SALARY: $75,000 - $100,000

Please send resumes and cover letters to Lana Iceberg at liceberg@mackltd.com.
 
POSITION OVERVIEW: Reporting to the Senior Director, Office of the President & Board Relations, the Senior Executive Assistant, Office of the President & CEO is responsible for providing executive support to the President & CEO, while also providing operational support to the Board of Trustees and the Administration Department/Office of the President.

This person is a highly skilled career executive assistant and project manager known for their exceptional organizational abilities. As a diplomat, they navigate complex situations with grace, ensuring smooth interactions among all stakeholders, such as donors; city, state, and federal officials; community partners; media; Board of Trustees, staff, volunteers, etc. Their problem-solving skills are top-notch, consistently finding innovative solutions to challenges. With outstanding communication skills, they convey information clearly and effectively while maintaining confidentiality and professionalism. They uphold the highest standards of decorum and approach every situation with a positive attitude. They are also passionate about Shedd Aquarium’s mission, bringing this enthusiasm to their professional role.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Executive Support (80%)

• Provide sophisticated calendar management for the President & CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the President & CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents such as board presentation materials, executive summaries of reports, and talking points/speeches; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; support donor and Trustee stewardship, and completing expense reports.
• Work closely with the President & CEO to keep them well informed of and prepared for upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc. 
• Provide high-level administrative and project management support to the Senior Director of the Office of the President & Board Relations to enhance the overall efficiency and effectiveness of the Office of the President, such as: calendar management, planning and drafting Board of Trustees communications; supporting the preparation of Board and committee meeting materials; composing and preparing other internal and external correspondence;  documenting department SOPs; assisting with special projects; etc.
• Provide event management support as requested.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Full schedule flexibility is required. This role requires full-schedule flexibility, as the Senior Executive Assistant will need to adapt to the President & CEO's dynamic schedule. The position involves working both on-site and remotely as needed, with work hours and location dependent on the CEO's demands and commitments. Candidates should be prepared for a flexible schedule to effectively support the Office of the President.

Management (10%)

• Supervise the Board Coordinator responsible for board meeting and event logistics planning and execution and provide behind-the-scenes administrative support to matters related to the Board of Trustees.  

Operations Support (10%)

• Provide operational support to the department, such as processing and distributing daily mail, coordinating travel arrangements, preparing monthly credit card reconciliations, representing the department on cross-functional working groups, and providing hospitality to all guests and help to create a welcoming environment.
• Other duties as assigned for the overall benefit of the organization.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education: Bachelor’s Degree or relevant experience accepted in place of a degree

Experience:   

• Strong work tenure: five to seven years of experience supporting Executives, preferably in a non-profit organization.
• Experience managing at least one direct report.
• Several years of experience in project/event management, with experience coordinating with external vendors/executive partners.
• Proficient in Microsoft Office (Outlook, Word, Excel, Teams, and PowerPoint).
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Expert verbal and written communication skills.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to break complex ideas down into simple visualizations or summaries; ability to design and edit graphic presentations and materials.
• High degree of professionalism combined with very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, community leaders, and donors.
• Highly resourceful team player with the ability to complete a high volume of tasks and projects with little or no guidance and make appropriate, informed decisions regarding priorities and available time.
• Ability to switch gears at a moment's notice and to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Proactive forward-looking thinker who actively seeks opportunities and proposes solutions.
• Comfort level holding others accountable for deadlines and negotiation/priorities.
• Calm and collected demeanor.
• Commitment to Shedd Aquarium's mission.

BENEFITS OF WORKING AT SHEDD: We offer competitive compensation packages and opportunities for professional growth within our organization. 

• Medical Insurance, including FSA and HSA plan options
• Vision and Dental Insurance 
• Accrued Paid Time Off 
• Up to 12 Paid Holidays 
• Life Insurance 
• Parental Leave and Adoption Assistance
• 401(k)
• Discounted Parking and Public Transit Subsidies
• Employee Assistance Program
• Employee Wellness program, including Preventive Care Incentive 
• Employee Discounts
• Employee Tickets 

Reasonable Accommodations: 
Shedd Aquarium is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodations for any part of the employment process, please email us at jobs@sheddaquarium.org. 

We strongly encourage people of color, LGBTQ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team. 

Salary : $75,000 - $100,000