What are the responsibilities and job description for the Executive Assistant to President/CEO and Facilities Supervisor position at Henry Booth House?
Job Overview
We are seeking an energetic and highly organized Executive Assistant to support our President/CEO and oversee Facilities operations. This vital role combines executive administrative support with facilities supervision, ensuring smooth daily operations, efficient calendar management, and effective project coordination. The ideal candidate will thrive in a dynamic environment, demonstrating exceptional organizational skills, proactive problem-solving, and a passion for community service.
Duties and Responsibilities
- Provide management oversight for daily office, procurement, and facilities administration including managing preventative maintenance, health and safety and information technology
- Manage scheduling for meetings, calendars, conference calls, and interviews. Troubleshoot conflicts in assigning importance and urgency
- Ensure CEO is well prepared for all meetings and events.
- Develop and maintain paper and digital filing system records for reference
- Serves as liaison to the Board of Directors and senior management team
- Coordinate all programmatic and fiscal board reporting, ensuring timely completion and delivery, assist the CEO in developing board presentations, coordinate meeting scheduling, technology, materials and supplies for board members and serve as recording secretary in completing board minute
- Assist CEO in developing, preparing, and executing all in-service, town halls, community partner meetings, fundraising special events and staff appreciation. Develop templates and draft correspondence for donors, vendors, funders, and community partners
- Coordinate all CEO conference travel (logistics and scheduling)
- Reconcile, prepare and submit all expense reports
- Supervises Receptionist/Administrative Assistant and Janitorial staff
- Ensures facilities are safe, clean, and in compliance with all governing standards
- Manages all maintenance, office equipment, technology vendor relationships
- Maintains all facilities and office supplies inventory
- Conducts physical equipment inventory for offices and centers as applicable
- Ensures all offices and work stations are prepared for employee use
Skills/ Core Competencies Required
- Steadfast discretion in handling highly sensitive and confidential information
- Ability to manage multiple complex and competing activities
- Poised professional presence
- Excellent communication (oral and written), interpersonal and collaborative skills Accountability
- Critical and analytical thinking / Independent judgement and initiative
- Proactive problem solver/ability to determine root cause
- Meticulous organizational and detail-oriented skills
- Proficiency in business writing, grammar, and proofreading skills
- Intellectually curious and committed to ongoing professional development
- Flexibility to work after hours and weekends as needed
Qualifications
- Bachelors degree preferred, high school degree required
- 5 years of administrative, office and facilities management experience
- Experience in supporting a C-suite executive
- Proficiency with Microsoft Office Suite, including SharePoint, Adobe, Google Suite
Job Type: Full-time
Ability to Commute:
- Chicago, IL 60616 (Preferred)
Willingness to travel:
- 50% (Preferred)
Work Location: In person - Flexibility to work after hours and weekends as needed
Pay: From $65,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Education:
- Bachelor's (Required)
Work Location: In person
Salary : $65,000