POSITION DESCRIPTION

Executive Assistant

The Chicago Urban League works to achieve equity for Black families and communities through social and economic empowerment. Since 1916, the Chicago Urban League has helped people find jobs, secure affordable housing, enhance their educational experiences, and grow their businesses. One of the oldest and largest affiliates of the National Urban League, we promote strong, sustainable communities through advocacy, innovation, and collaborative community, corporate and civic relationships.

REPORTS TO:         Chief Operating Officer

FLSA:                         Exempt

DEPARTMENT:      CEO’s Office

ROLE:

The Executive Assistant will provide a wide range of highly skilled administrative and project support to the Chief Operating Officer (COO) and Chief Strategy Officer (CSO). This includes performing general office duties, as well as executing various technical applications in support of administrative and research activities and appropriately updating supervisors on the status of tasks and projects. This is primarily an in-person role with some flexibility for working remotely. The Chicago Urban League requires employees to be fully vaccinated against COVID-19.

ESSENTIAL DUTIES AND RESPONSIBILITES:

•  Assist with scheduling meetings and otherwise maintaining the calendars of the COO and Chief Strategy Officer.
• Answer calls and relaying messages for the COO and CSO.
• Perform general office duties including, photocopying, filing, ordering office supplies, placing catering orders, reserving space for meetings and events, and making travel arrangements
• Reconcile credit card expenses and complete expense reports and expenditure requests
• Assist with developing meeting agendas, briefing documents, and reports
• Draft and process correspondence as required; proofread and edit documents
• Assist with managing sponsorship commitments
• Maintain accurate and organized paper and electronic files; process and manage confidential material with tact and discretion.
• Manage aspects of research assistant hiring and supervision
• Conduct ad hoc internet and other research
• Fill in for CEO’s executive assistant as needed and serve in the back-up pool to handle incoming calls in the absence of the front desk receptionist
• Complete and submit bi-weekly timesheets for the COO and CSO; review timesheets for COO’s direct reports to ensure accuracy before submission.
• Performs other duties/special projects as assigned.

EDUCATION AND PROFESSIONAL REQUIREMENTS:

This position requires:

• A minimum of a high school diploma, PLUS 2 to 3 years of full-time relevant experience. Bachelor’s degree preferred.
• Excellent oral and written communication skills
• Strong interpersonal skills required for engaging with multiple constituencies
• Proficiency in Microsoft Office suite, including Word, Excel and PowerPoint
• Must have proven facility to learn and work with new and developing technologies
• Strong organizational and time management skills
• Some project management skills
• The ability to work well under pressure in a fast-paced environment
• The ability to work independently and collaboratively within a team environment

TO APPLY, SUBMIT COVER LETTER AND RESUME TO CAREERS@CHIUL.ORG