Executive Assistant and Special Projects Associate

Executive Assistant and Special Projects Associate

Reports to Chief Executive Officer 

MISSION:

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. 

JOB SUMMARY:

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 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 and leadership experiences. 

DUTIES AND RESPONSIBILITIES:

Executive Support

• 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 addressed to the CEO, including those of a sensitive or confidential nature.
• Keeps the CEO well-informed, and prepared 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.

Special Projects

• 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. 

Development Support

• Oversees media communications: 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 and site visits.
• Researches topics for monthly newsletter, web site updates, Facebook, blog and Twitter messages as needed. 

QUALIFICATIONS:

• Strong organizations skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrated project management skills.
• superb interpersonal skills and the ability to build relationships with various stakeholders, including staff, Board of Directors, external partners and donors.
• Expert level written skills.
• Demonstrated resourcefulness abilities and problem-solving skills
• Forward-looking thinker who actively seeks opportunities and proposes solutions.
• High ambition to build a career in non-profit management.
• Commitment to the mission of Gads Hill Center 

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s degree required.
• Minimum two years of administrative experience.
• Proficient in Microsoft Office, Adobe, Outlook, and social media web platforms.
• Experience with Constant Contact preferred. 

POSITION DETAILS:

            Entry Salary Range:  High-30s, plus excellent benefits package

            Schedule:  Full-time

            Status:  Salary

            Location:  Cullerton Site, 1919 W. Cullerton St., Chicago, IL  60608 

APPLICATION DIRECTIONS:

            To apply, send resume, cover letter and transcripts by email to:

Keith Knabjian

Human Resources Manager

careers@gadshillcenter.org

            Phone: 312-226-0963 x 293