Executive Assistant
Center for Tech and Civic Life
full-time
Posted on:
Location Type: Remote
Location: Illinois • United States
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Salary
💰 $79,770 - $86,313 per year
About the role
- Receive and review all incoming communication (hundreds/day) for the CEO.
- Determine priority, and summarize and/or distribute contents to appropriate staff for action.
- Draft emails for CEO to review & send.
- Ensure follow up within a timely manner (within two business days).
- Manage the CEO’s very full meeting and travel calendar.
- Manage travel logistics including booking travel & lodging (primarily domestic, some international) and expense management.
- Schedule meetings with internal and external stakeholders.
- Identify and prioritize the most sensitive matters.
- Safeguard the CEO’s time and support them in setting boundaries.
- Support in prioritizing work and planning work blocks.
- Support meeting preparation (such as funder briefings, All Staff meetings).
- Coordinate signatures (boards, funders).
- Serve as a liaison between the C-Suite and stakeholders, partners, colleagues, staff, funders, and the Board.
- Take notes and manage action items.
- Arrange domestic travel and logistics for the C-Suite.
- Provide in-person support at events and meetings such as the Leadership Team Retreat, C-Suite Retreat, Annual Staff Retreat, and select partner or funder gatherings.
- Track and reconcile expenses.
- Identify opportunities for efficiency and implement systems to take advantage of them.
- Update CRM and do related data tracking.
- Anticipate potential challenges and independently resolve them.
Requirements
- Track-record of success: You have successfully managed complex logistics with grace in a dynamic, fast-paced work environment, and your responsibilities have expanded across years of experience.
- Time management and prioritization: You effectively prioritize tasks, create and implement clear goals, and collaborate in order to achieve desired timelines.
- Interpersonal skills: You easily establish relationships with others through many modes of communication (phone, email, in-person, etc.).
- Grounded during change: You can stay calm and structured as priorities shift, balance order with adaptability, and remain grounded in values while responding to a changing environment.
- Attention to detail: You pay close attention to detail and ensure that any task or work product - big or small - is thorough and accurate. You are highly organized.
- Initiative: You care deeply about getting results and you do what it takes to get them, including anticipating problems, offering creative solutions, driving work forward, and course-correcting when needed.
- Civic-minded: You believe in democracy and care about voting.
Benefits
- Insurance Medical, dental, vision, disability (long- and short-term), term life, and AD&D.
- Paid time off All of our employees receive federal holidays off, two weeks of paid winter break, and unlimited vacation and sick time.
- Retirement plan CTCL will match employees’ 401(k) contributions dollar-for-dollar up to 4% of their salary which is fully vested.
- Employee allowance Up to $1400 per year towards professional development, materials, and equipment.
- Flexible hours Our core work hours are 12 pm to 4 pm Central Time, Monday-Thursday. Outside of those required hours, our employees may choose how to schedule the rest of their working hours.
- Medical and Dependent Care FSA Employees may set aside pre-tax dollars for medical and/or dependent care expenses.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
logistics managementcalendar managementexpense managementdata trackingCRM managementmeeting preparationnote-takingschedulingtravel bookingaction item management
Soft Skills
time managementprioritizationinterpersonal skillsattention to detailinitiativeadaptabilitycommunicationorganizational skillsproblem-solvingrelationship building