Robert Half is hiring: Senior Executive Assistant in Chicago

We are inviting applications for the position of Sr. Executive Assistant in the non-profit sector, based in Chicago, Illinois. The role entails providing comprehensive executive support to two C-Suite leaders by, managing their calendar, coordinating meetings, and handling communication with various stakeholders. This position is located in Chicago, IL and is a hybrid position.

Responsibilities:

• Ensure effective time management of the leaders by understanding their strategic priorities and aligning their calendar accordingly.

• Facilitate executive and leadership team meetings by creating agendas, tracking action items, and conducting follow-ups.

• Lead and manage ad hoc programs or projects assigned by the leaders within the defined scope, budget, and timelines.

• Serve as the primary point of contact for the leaders, communicating with donors, VIP partners, media contacts, and staff.

• Coordinate with the Director of the Executive Office to schedule meetings between the two leaders and the Founder and President.

• Manage a dynamic calendar of appointments and travel, ensuring they are well-informed of upcoming commitments and projects.

• Maintain updated contacts and upload email correspondence in Salesforce, optimizing engagement with VIPs and prospective funders.

• Arrange complex travel plans, including logistics, itineraries, meeting agendas, and post-travel action items.

• Create and format presentations in PowerPoint, proofread materials, and draft correspondence and memos on behalf of Executives.

• Conduct research on various programmatic topics.

• Provide quarterly reports on their budget status.

• Handle financial tasks such as processing reimbursements, completing credit card reconciliations, and submitting check requests.

• Offer flexible administrative support to external consultants and advisors as needed.

• Assist Executives with personal affairs when necessary.

• Minimum 7 years of experience in a similar role, preferably within the non-profit sector
• Proficiency in using ADP - Financial Services software
• Experience with Cisco Webex Meetings for coordinating online meetings and conferences
• Extensive experience in using Concur for travel and expense management
• Familiarity with CRM systems for managing customer relationships
• Knowledge of Kronos Timekeeping System for tracking employee hours
• Proficient in the use of About Time for project management and scheduling
• Excellent calendar management skills, with the ability to handle complex scheduling requirements
• Strong communication skills, both written and verbal
• Experience in coordinating conference calls and managing correspondence
• Proven ability to book travel arrangements efficiently and cost-effectively
• Experience in arranging both domestic and international travel
• Ability to coordinate travel arrangements for multiple executives simultaneously
• Must have a track record of managing international travel, including understanding of visa requirements and international travel protocols.