Financial Health Network
Executive Assistant
Financial Health Network, Chicago, IL
EXECUTIVE ASSISTANT
SCOPE OF ROLE
Financial Health Network has an exciting opportunity for an Executive Assistant to our President & Chief Executive Officer (CEO) and Chief Operating Officer (COO). The successful candidate will have significant experience supporting busy senior executives in a dynamic environment and be an organized, self-starter willing to take on a range of projects in support of the President/CEO, COO, and the overall organization. This position also requires a high level of discretion, excellent attention to detail and project management skills, strategic thinking and problem solving capabilities, strong verbal and written communication skills, and effective time management. Additionally, taking initiative and ownership by anticipating the needs of the President/CEO and COO is a must.
As the Executive Assistant, you will be responsible for supporting the day-to-day administrative and organizational needs of two executives through proactive, strategic calendar management, anticipating how to prioritize precious time, and facilitating important connections with people within and outside the organization. The Executive Assistant will be adept at representing the President/CEO and COO internally and externally and will play a critical role in supporting external projects and relationships.
This position is part of Financial Health Network's Shared Services team and reports to the Vice President of Finance & Operations. The ideal candidate must be an excellent team player able to partner and collaborate with executive leaders and a high-functioning Shared Services team.
EDUCATION
Bachelor's degree or equivalent experience required.
LOCATION
Within a commutable distance to downtown Chicago
PROPOSED SALARY RANGE
$80,000 - $92,000 (Annual)
The skills and experience of qualified candidates will determine the exact compensation for which this job is filled.
QUALIFICATIONS
Ideal candidates will have a demonstrated commitment to Financial Health Network's mission
A minimum of 5 years of work experience in a fast-paced organization
Experience providing simultaneous executive support for multiple executives is required
Superior organizational and project management skills with strong attention to detail, ability to manage many moving parts, and excellent follow-through
Strong customer-service orientation toward external and internal partners alike and a demonstrated level of confident and focused written and verbal communication skills, conveying credibility and authenticity
High degree of flexibility with an ability to work in an innovative, dynamic environment and readily embrace change
Ability to anticipate needs to successfully support busy senior leaders
Solutions-driven mentality with the ability to handle ambiguous and changing situations
Collaborative, with strong relationship building skills and the executive presence to manage important relationships
Expert with Google Suite, Microsoft Office, and Adobe. Should possess a high degree of comfort with technology
RESPONSIBILITIES
Calendar Management
Maintain and update executives' calendar with a focus on optimizing his/her time and ensure they are aware of their schedule and upcoming commitments
Help strategically prioritize the calendar based on an understanding about what is critical and/or urgent across various internal and external priorities
Meeting Management
Provide executive support for Board management. Prepare and distribute board materials and minutes, coordinate schedules for meetings. Must be available to travel to offsite meetings 2-4 times per year.
Lead logistics for in person and virtual meetings, including coordinating meeting dates, invitations, catering, meeting space preparation, and basic audio visual setup
Attend meetings, record minutes, and distribute meeting notes and action items
Provide Support for Org wide, leadership, and SS team meetings (space management, building access,catering orders, etc.
Travel Management
Arrange travel, accommodations, itineraries, and all trip logistics for executives, including expense report submission
Create travel itineraries and agendas; and compiling documents for travel related meetings
Office Management
Oversee the daily operations of the office, including maintaining office supplies and equipment, and ensuring the office is well organized
Coordinate building access for new hires, visitors, and deliveries
Initiate and manage maintenance tickets with facilities staff
Professional Support
Act as the point of contact between executives and internal/external clients and stakeholders, filtering and prioritizing inquiries
Draft, review, and send communications on behalf of executives
Assist with special projects and event planning and execution
Demonstrate a high degree of discretion when managing confidential and sensitive information regarding the executive and/or area supported
Administrative Duties
Organize and prepare meeting agendas, materials, and presentations
Draft and prepare emails, letters, memos, reports, and other documents as needed
Accurately transcribe, type, format, and proof-read documents (e.g., correspondence, contracts, meeting minutes, reports, speeches, and presentations)
Maintains and updates communications, distribution lists, and organizational charts
Support other executives as required
Perform various ad hoc tasks as needed to support the executive team
ABOUT FINANCIAL HEALTH NETWORK
Make an impact in the financial lives of millions with our growing organization. The Financial Health Network is the leading authority on financial health. We envision a future where all people, especially those who are most vulnerable, have the day-to-day financial systems they need to be resilient and thrive. We are a trusted resource for business leaders, policymakers and innovators united in a mission to improve the financial health of their customers, employees and communities. Through groundbreaking research, advisory services, and opportunities for cross-sector collaboration, we advance awareness, understanding and proven best practices in support of improved financial health for all. The Financial Health Network is a highly collaborative environment, seeking people who share our values.
Financial Health Network's commitment to Diversity, Equity, and Inclusion is central to our talent acquisition approach and processes. Our mission to improve financial health for all, especially the most vulnerable, can only be accomplished through a diverse population of
Employees at all levels who are representative of the many communities we seek to impact. We strive to recruit, hire, develop, empower, and retain talented individuals at all levels across various dimensions of diversity and intersectionality including, but not limited to, race, ethnicity, sexual orientation, gender identity, gender expression, religion, age, neurodiversity, disability status, veteran status, and citizenship. We welcome and need your unique voice and look forward to having you join our team!
We will provide equal employment opportunities to all applicants without regard to an applicant's race, color, religion, sex, sexual orientation, gender identity or expression, gender, genetic information, uniformed service, national origin, age, veteran status, disability, pregnancy, or any other status protected by federal or state law. We will provide reasonable accommodations to allow an applicant to participate in the hiring process (e.g., accommodations for a job interview) if so requested.
TO APPLY
Our mission is very important to us, and we would like to know why you would like to be a part of the Financial Health Network. Please submit a compelling cover letter and resume with your application.
SCOPE OF ROLE
Financial Health Network has an exciting opportunity for an Executive Assistant to our President & Chief Executive Officer (CEO) and Chief Operating Officer (COO). The successful candidate will have significant experience supporting busy senior executives in a dynamic environment and be an organized, self-starter willing to take on a range of projects in support of the President/CEO, COO, and the overall organization. This position also requires a high level of discretion, excellent attention to detail and project management skills, strategic thinking and problem solving capabilities, strong verbal and written communication skills, and effective time management. Additionally, taking initiative and ownership by anticipating the needs of the President/CEO and COO is a must.
As the Executive Assistant, you will be responsible for supporting the day-to-day administrative and organizational needs of two executives through proactive, strategic calendar management, anticipating how to prioritize precious time, and facilitating important connections with people within and outside the organization. The Executive Assistant will be adept at representing the President/CEO and COO internally and externally and will play a critical role in supporting external projects and relationships.
This position is part of Financial Health Network's Shared Services team and reports to the Vice President of Finance & Operations. The ideal candidate must be an excellent team player able to partner and collaborate with executive leaders and a high-functioning Shared Services team.
EDUCATION
Bachelor's degree or equivalent experience required.
LOCATION
Within a commutable distance to downtown Chicago
PROPOSED SALARY RANGE
$80,000 - $92,000 (Annual)
The skills and experience of qualified candidates will determine the exact compensation for which this job is filled.
QUALIFICATIONS
Ideal candidates will have a demonstrated commitment to Financial Health Network's mission
A minimum of 5 years of work experience in a fast-paced organization
Experience providing simultaneous executive support for multiple executives is required
Superior organizational and project management skills with strong attention to detail, ability to manage many moving parts, and excellent follow-through
Strong customer-service orientation toward external and internal partners alike and a demonstrated level of confident and focused written and verbal communication skills, conveying credibility and authenticity
High degree of flexibility with an ability to work in an innovative, dynamic environment and readily embrace change
Ability to anticipate needs to successfully support busy senior leaders
Solutions-driven mentality with the ability to handle ambiguous and changing situations
Collaborative, with strong relationship building skills and the executive presence to manage important relationships
Expert with Google Suite, Microsoft Office, and Adobe. Should possess a high degree of comfort with technology
RESPONSIBILITIES
Calendar Management
Maintain and update executives' calendar with a focus on optimizing his/her time and ensure they are aware of their schedule and upcoming commitments
Help strategically prioritize the calendar based on an understanding about what is critical and/or urgent across various internal and external priorities
Meeting Management
Provide executive support for Board management. Prepare and distribute board materials and minutes, coordinate schedules for meetings. Must be available to travel to offsite meetings 2-4 times per year.
Lead logistics for in person and virtual meetings, including coordinating meeting dates, invitations, catering, meeting space preparation, and basic audio visual setup
Attend meetings, record minutes, and distribute meeting notes and action items
Provide Support for Org wide, leadership, and SS team meetings (space management, building access,catering orders, etc.
Travel Management
Arrange travel, accommodations, itineraries, and all trip logistics for executives, including expense report submission
Create travel itineraries and agendas; and compiling documents for travel related meetings
Office Management
Oversee the daily operations of the office, including maintaining office supplies and equipment, and ensuring the office is well organized
Coordinate building access for new hires, visitors, and deliveries
Initiate and manage maintenance tickets with facilities staff
Professional Support
Act as the point of contact between executives and internal/external clients and stakeholders, filtering and prioritizing inquiries
Draft, review, and send communications on behalf of executives
Assist with special projects and event planning and execution
Demonstrate a high degree of discretion when managing confidential and sensitive information regarding the executive and/or area supported
Administrative Duties
Organize and prepare meeting agendas, materials, and presentations
Draft and prepare emails, letters, memos, reports, and other documents as needed
Accurately transcribe, type, format, and proof-read documents (e.g., correspondence, contracts, meeting minutes, reports, speeches, and presentations)
Maintains and updates communications, distribution lists, and organizational charts
Support other executives as required
Perform various ad hoc tasks as needed to support the executive team
ABOUT FINANCIAL HEALTH NETWORK
Make an impact in the financial lives of millions with our growing organization. The Financial Health Network is the leading authority on financial health. We envision a future where all people, especially those who are most vulnerable, have the day-to-day financial systems they need to be resilient and thrive. We are a trusted resource for business leaders, policymakers and innovators united in a mission to improve the financial health of their customers, employees and communities. Through groundbreaking research, advisory services, and opportunities for cross-sector collaboration, we advance awareness, understanding and proven best practices in support of improved financial health for all. The Financial Health Network is a highly collaborative environment, seeking people who share our values.
Financial Health Network's commitment to Diversity, Equity, and Inclusion is central to our talent acquisition approach and processes. Our mission to improve financial health for all, especially the most vulnerable, can only be accomplished through a diverse population of
Employees at all levels who are representative of the many communities we seek to impact. We strive to recruit, hire, develop, empower, and retain talented individuals at all levels across various dimensions of diversity and intersectionality including, but not limited to, race, ethnicity, sexual orientation, gender identity, gender expression, religion, age, neurodiversity, disability status, veteran status, and citizenship. We welcome and need your unique voice and look forward to having you join our team!
We will provide equal employment opportunities to all applicants without regard to an applicant's race, color, religion, sex, sexual orientation, gender identity or expression, gender, genetic information, uniformed service, national origin, age, veteran status, disability, pregnancy, or any other status protected by federal or state law. We will provide reasonable accommodations to allow an applicant to participate in the hiring process (e.g., accommodations for a job interview) if so requested.
TO APPLY
Our mission is very important to us, and we would like to know why you would like to be a part of the Financial Health Network. Please submit a compelling cover letter and resume with your application.