- Cabrini Green Legal Aid
Overview of Position: Reporting directly to the Executive Director, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant also serves as a liaison to the Board of Directors and the Senior Management Team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Essential Duties: Executive Support • Completes a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that may be confidential in nature; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures that the Executive Director schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive Director’s time and office.
• Communicates directly, and on behalf of the Executive Director, with Board members, donors and others, on matters related to programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Executive Director and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Work closely with other management staff in developing and implementing ongoing organizational projects and tasks.
• Works closely and effectively with the Executive Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive Director, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and followsthrough on projects to successful completion, often with deadline pressures.
• Coordinate meetings between the Executive Director and other parties.
• Execute food and catering orders for organizational meetings and functions. • Responsible for maintaining file system for Executive Director.
• Responsible for planning and coordinating events for the Executive Director and other special meetings with key stakeholders or external constituents. •
Performs other duties as assigned. Board Support and Liaison
• Serves as the Executive Director’s administrative liaison to CGLA’s's board of directors;
• Assists board members with meeting planning as needed;
• Maintains discretion and confidentiality in relationships with all board members;
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Bachelor’s degree required
Experience • 5 to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization;
• Experience working in the nonprofit sector;
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors;
• Expert level written and verbal communication skills;
• Demonstrated proactive approaches to problem-solving with strong decision-making capability;
• Emotional maturity;
• Highly resourceful team-player, with the ability to also be extremely effective independently;
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response;
• Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced environment;
• Forward looking thinker, who actively seeks opportunities and proposes solutions • Ability to manage Microsoft Outlook calendars; creating and altering appointments. • Establish priorities and meet deadlines;
• Excellent telephone and oral communication skills;
• Good to excellent, grammar and written communication skills;
• Intermediate computer skills;
• Strong time management; Ability to maintain a punctual schedule. O
• Flexibility and a good sense of humor.