Executive Assistant - Chicago, United States - My Block My Hood My City

Description

My Block My Hood My City is seeking an Executive Assistant to join our team
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Summary:_Reporting directly to the CEO, the Executive Assistant (EA) provides executive support, and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The EA also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The EA must be creative and enjoy working within a small 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 EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discretion.

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Essential functions:_

• Additional support includes, but is not limited to, prepping for press conferences and booking speaking engagements. Must be willing to travel to such events plus have extensive knowledge of Chicago including its neighborhoods.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides gatekeeper role for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Board members, donors, staff, and others, on matters related to CEOs programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a handson approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and followsthrough on projects to successful completion, often with deadline pressures.
• Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general.
• Edits and completes first drafts for written communications to external stakeholders.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
• Edits and creates acknowledgement letters from the CEO to donors

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Board & Senior Management Support and Liaison:_

• Serves as the CEO administrative liaison to M3's board of directors
• 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.

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Qualifications:_

• 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 problemsolving with strong decisionmaking capability
• Highly resourceful teamplayer, 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
• Professional dress and/or branding attire expected

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Education and Experience Requirements:_

• Bachelor's degree preferred with 3 to 5 years of experience supporting C-Level Executives, preferably with a nonprofit organization, with a passion for community activism
• Experience in internal and external communications, partnership development, and fundraising a plus
• Proficient working with Google calendar, Outlook, Word, Exce