Reports To: President & CEO
Full-time, occasional evening and weekend hours
The Executive Assistant provides a wide variety of support and assistance to the President & CEO (“President”) to ensure efficient and quality performance of the Executive office. This position represents the office of the President, befitting that of the President’s vision and the Museum’s mission, and serves as primary support to the Museum’s Board of Trustees. This full-time role will require occasional evening and weekend hours and travel in the Chicagoland area.
Essential Duties and Responsibilities Include:
• Manage and maintain the President’s daily schedule through planning and scheduling meetings, conferences, travel, and other activities.
• Handle all administrative tasks, including, but not limited to, processing incoming mail, answering phones, file maintenance, preparing and managing distribution of correspondence materials including letters, proposals, reports and emails for the Executive office.
• Provide all necessary support for all activities and functions of the Board of Trustees and subcommittees, including, but not limited to, the preparation of agendas, distribution of materials and transcribing of meeting minutes.
• Support the President’s role in fundraising activities in coordination with the Development department, including the coordination of donor meetings, preparation of materials, and maintaining information in the Museum’s donor database.
• Responsible for maintaining and ensuring all Board member lists and information are up to date.
• Manage the creation and distribution of the Museum’s Board materials for Board meetings and functions.
• Maintain the Executive office budget by monitoring spending costs and preparing expense reports.
• Serve as backup to answer Museum phone lines, as needed.
• Perform other related duties and participate in special projects as assigned.
The successful candidate will possess the following:
Education and Experience
• At least 2 years’ experience in an administrative assistant role, with direct experience in coordinating activities and meetings, event planning and managing schedules.
• Bachelor’s degree in a relevant field or equivalent work experience.
• Experience in a non-profit environment preferred.
Skills and Abilities
• Excellent organizational skills with ability to manage deadlines and prioritize workload to meet business needs.
• Strong attention to detail and ability to multi-task.
• Must have outstanding oral and written communication skills.
• High proficiency in a range of office technology and tools, including Microsoft Office and CRM software.
• Friendly demeanor and ability to work with individuals of all levels of an organization, including senior level executives.
• Flexible and adaptable to a variety of work-related situations.
• Ability to maintain confidentiality and exercise discretion in handling sensitive Executive office matters.
• Familiarity with donor database management preferred.
• Must have a valid driver’s license, own vehicle and good driving record.
• Must have flexibility with work schedule, as necessary, to support evening and/or weekend activities of the Executive office.
Physical Activities include:
• Usual and customary office activities: Sitting, walking, standing, bending, kneeling and squatting, moderate lifting
• Standing and walking may be required while supporting special events and/or Museum activities.
For immediate consideration, please submit your resume and cover letter along with salary requirements to Human Resources at www.kohlchildrensmuseum.org/jobs/