Executive Assistant and Special Projects Associate
Reports to Chief Executive Officer
Gads Hill Center, a social service organization established in Chicago in 1898, creates opportunities for children and their families to build a better life through education, access to resources and community engagement. Gads Hill Center values children and their families—their ability to learn, to lead and to positively shape their future. Our programs support the continuum of education from birth to high school graduation.
This position manages the Office of the Chief Executive Officer and serves as a liaison to the Board of Directors and Senior Leadership Team; coordinates external relations efforts including media inquiries; and oversees special projects. The Executive Assistant/Special Projects Associate provides administrative support and coordinates a number of projects overseen by the CEO, particularly in policy research, fundraising campaigns, strategic planning and communications. The individual in this role must be comfortable working in an independent, flexible and efficient manner in a fast-paced work environment. This candidate must have strong written and verbal communication, administrative and organizational skills. We are looking for an individual interested in pursuing a career in nonprofit administration as this position offers a wide array of administrative experiences as well as training to support professional growth in this field.
DUTIES AND RESPONSIBILITIES:
Completes a broad variety of administrative tasks for the CEO including, but not limited to: managing calendar appointments; composing and preparing correspondences; and organizing and compiling documents for meetings.
Communicates directly with Board members, donors and other stakeholders on matters related to the CEO’s initiatives.
Researches and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
Keeps the CEO well-informed of upcoming commitments and responsibilities, following up appropriately.
Completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence and other tasks that facilitate the CEO’s ability to effectively lead the organization.
Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to completion, often with deadline pressures.
Assists with the creation of administrative procedures and development of communications systems.
Participates as an adjunct member of the Leadership Team including scheduling, attending meetings, preparing agendas and taking minutes as needed.
Arranges all Board meetings in a timely manner including the collection of all relevant materials for the Board members, setting up conference lines, and taking minutes.
Supports CEO in conducting targeted research projects on legislative and policy proposals.
Acts as the key contact person for all correspondence related to special projects such as the ongoing strategic planning process, keeping all documents organized and up to date.
Ensures the progress of fundraising campaigns and special events through coordinating meetings between the Leadership Team, key staff, Board members and donors.
Oversees event planning for organization-wide events.
Oversees communications to the media, including preparing press kits, press releases and following up with media inquiries.
Develops marketing materials, including PowerPoint presentations, for external communications.
Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
Supports the CEO with individual donor cultivation including scheduling meetings, site visits, and drafting letters.
Researches topics for monthly newsletter, web site updates, Facebook, blog and Twitter messages as needed.
Strong organizations skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrated ability to organize and manage the progress of large projects.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board of Directors, external partners and donors.
Expert level written communication skills.
Demonstrated proactive approaches to problem-solving with sound decision making capability.
Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment.
Forward-looking thinker who actively seeks opportunities and proposes solutions.
High ambition to build a career in non-profit management.
EDUCATION AND EXPERIENCE REQUIREMENTS:
Bachelor’s degree required
2+ years of administrative experience.
Experience in strategic communications, partnership development and donor cultivation.
Proficient in Microsoft Office, Adobe, Outlook, and social media web platforms.
Experience with Donor Perfect and Constant Contact preferred.
Entry Salary Range: Mid-30s, plus excellent benefits package
Location: Cullerton Site, 1919 W. Cullerton St., Chicago, IL 60608
To apply, send resume, cover letter and transcripts by email to:
Human Resources Assistant
About Gads Hill Center
Gads Hill Center serves families in the communities of west and southwest Chicago with programming that provides early childhood education, academic support and enrichment, social-emotional development and family support. Our programs include home visiting for pregnant mothers and young children, center-based early childhood education, after-school academic support, middle school mentoring and STEM-focused college readiness for high school students.
Family support and parent engagement are key components of Gads Hill Center’s programs. Our staff supports parents in identifying their needs and setting goals. Through comprehensive community partnerships, we then connect them to the resources necessary to meet their needs, achieve their goals and strengthen their families. Our programs are designed to empower parents in their role as their child’s first teacher and support them as lifelong learners.
Our vision is that all individuals, regardless of where they start, will achieve their full potential. We execute this vision by providing programs that respond to the changing needs of the families and communities that we serve. Since 1898, Gads Hill Center has continued to expand and grow to better serve children, youth and families.