RLD Foundation
Executive Assistant
RLD Foundation, Chicago, Illinois, United States, 60290
The Richard L. Duchossois FoundationExecutive AssistantAbout The FoundationThe Richard L. Duchossois Foundation (RLDF) was founded in 2022 and launched formal operation in 2024. The Foundation is committed to addressing seemingly intractable social problems with imagination and passion. We strive to improve the lives of families and veterans, and to cultivate entrepreneurs through data driven and collaborative approaches to funding.We seek to practice philanthropy with rigor and from a place of listening and strive to be a learning organization – to always seek greater understanding of our funding priorities. While our home and our priority is the Chicago region, we may consider national efforts that are aligned with our mission, values and goals.Executive AssistantThis position provides a unique opportunity to define and implement a day-to-day operational support model for an emerging social impact philanthropy over the next decade. Working in collaboration with the RLDF team, the Executive Assistant will develop and refine day-to-day operational and procedural practices for the office and organization.Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship as well as ancillary support to the Senior Management team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director and the foundation’s public facing presence writ large.The Executive Assistant serves as a liaison to the board of directors; organizes and coordinates executive outreach and external relations efforts; serves as a polished public communications representative, and oversees special projects as needed.The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Executive Support
Completes a broad variety of administrative tasks for the Executive Director including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.Plans, coordinates and ensures the Executive Director’s schedule is followed and respected.Communicates directly, and on behalf of the Executive Director, with Board members, donors, Foundation staff, and others, on matters related to Executive Director’s programmatic initiatives.Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.Provides a bridge for smooth communication between the Executive Director’s office, the Board, and the internal team; demonstrating leadership to maintain credibility, build trust and support from/with senior management staff.Works closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated.Provides leadership to build front-facing relationships crucial to the success of the organization, and manages a variety of special projects for the Executive Director, some of which may have organizational impact.Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the company.Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.Board Support and Liaison
Serves as the Executive Director’s administrative liaison to Richard L. Duchossois Foundation's board of directors.Maintains discretion and confidentiality in relationships with all board members.Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.Prepares and distributes materials for board meeting as necessary.Senior Management Liaison
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all staff meetings.Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.Facilitates cross-divisional coordination of travel and outreach plans.Assists with the coordination and scheduling of grantee site visits as needed.Communications, Partnerships, and Outreach
Ensures that the Executive Director’s public-facing content is kept updated and responds to requests for materials regarding the Executive Director and the organization in general.Edits and completes first drafts for written communications to external stakeholders.Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.Edits all, and creates acknowledgement letters from the Executive Director to grantees.QUALIFICATIONS
Five years of experience supporting C-Level Executives, preferably in a non-profit organization.Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.Expert level written and verbal communication skills.Demonstrated proactive approaches to problem-solving with strong decision-making capability.Highly resourceful team-player, with the ability to also be extremely effective independently.Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.Forward looking thinker, who actively seeks opportunities and proposes solutions.Bachelor's degree preferred.PERSONAL ATTRIBUTES FOR SUCCESS
Demonstrated ability to work as part of a team and with people who hold diverse perspectives.Personal and professional commitment to justice, equity, diversity, and inclusion is evident in how they think, act, and contribute to a team.Highly developed emotional intelligence and demonstrated ability to use interpersonal skills and political acumen in respectful and collaborative ways.Flexibility, commitment to teamwork, curiosity, and a sense of humor.An individual who proactively plans with imagination and foresight.Capacity to work amicably in a small office with high volume of work, as well as a deep sense of responsibility and accountability.Ability to make decisions, justify recommendations and be responsible and clear with stakeholders.A record of recognizing and acting on opportunities to continuously improve.Experience working directly with a Board of Directors.High degree of professional ethics and integrity.
$75,000 - $80,000 a year
This is a full-time position with a salary of $85,000 and above, commensurate with experience. RLDF offers a competitive benefits package, including:
●401(k) plan with employer match
●Medical and dental insurance (80/20 split)
●Life insurance*
●Short-and long-term disability insurance*
●Competitive PTO policies
●Pre-tax Commuter Expense Reimbursement Plan
*Life insurance and short-and long-term disability are provided at no cost to the employee.LOCATIONRLDF will be establishing offices in Chicago’s Loop or adjacent. Occasional travel outside of Chicago may be expected such as participation in professional conferences or grantee engagement.Please note RLDF will maintain a hybrid work environment where employees are expected to work in the office three days a week.EEO AND DIVERSITY, EQUITY, AND INCLUSIONRLDF is an Equal Opportunity Employer and strives to recruit and retain highly competent individuals for its staff. It is RLDF’s policy to recognize the potential of each employee without regard to race, color, religion, sexual orientation, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status or family, or socio-economic backgrounds. This policy shall apply to all phases of the employment relationship. All applicants will be evaluated on a merit basis.BACKGROUND CHECKSRLDF will conduct background checks prior to all hires.PHYSICAL REQUIREMENTSAbility to sit at a computer terminal for long periods of time, ability to be physically in attendance at workstation at a designated company office location during normal business hours designated for the position.While performing the duties of this job, the employee is regularly required to talk, hear, handle, and feel.
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Executive Support
Completes a broad variety of administrative tasks for the Executive Director including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.Plans, coordinates and ensures the Executive Director’s schedule is followed and respected.Communicates directly, and on behalf of the Executive Director, with Board members, donors, Foundation staff, and others, on matters related to Executive Director’s programmatic initiatives.Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.Provides a bridge for smooth communication between the Executive Director’s office, the Board, and the internal team; demonstrating leadership to maintain credibility, build trust and support from/with senior management staff.Works closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated.Provides leadership to build front-facing relationships crucial to the success of the organization, and manages a variety of special projects for the Executive Director, some of which may have organizational impact.Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the company.Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.Board Support and Liaison
Serves as the Executive Director’s administrative liaison to Richard L. Duchossois Foundation's board of directors.Maintains discretion and confidentiality in relationships with all board members.Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.Prepares and distributes materials for board meeting as necessary.Senior Management Liaison
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all staff meetings.Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.Facilitates cross-divisional coordination of travel and outreach plans.Assists with the coordination and scheduling of grantee site visits as needed.Communications, Partnerships, and Outreach
Ensures that the Executive Director’s public-facing content is kept updated and responds to requests for materials regarding the Executive Director and the organization in general.Edits and completes first drafts for written communications to external stakeholders.Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.Edits all, and creates acknowledgement letters from the Executive Director to grantees.QUALIFICATIONS
Five years of experience supporting C-Level Executives, preferably in a non-profit organization.Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.Expert level written and verbal communication skills.Demonstrated proactive approaches to problem-solving with strong decision-making capability.Highly resourceful team-player, with the ability to also be extremely effective independently.Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response.Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.Forward looking thinker, who actively seeks opportunities and proposes solutions.Bachelor's degree preferred.PERSONAL ATTRIBUTES FOR SUCCESS
Demonstrated ability to work as part of a team and with people who hold diverse perspectives.Personal and professional commitment to justice, equity, diversity, and inclusion is evident in how they think, act, and contribute to a team.Highly developed emotional intelligence and demonstrated ability to use interpersonal skills and political acumen in respectful and collaborative ways.Flexibility, commitment to teamwork, curiosity, and a sense of humor.An individual who proactively plans with imagination and foresight.Capacity to work amicably in a small office with high volume of work, as well as a deep sense of responsibility and accountability.Ability to make decisions, justify recommendations and be responsible and clear with stakeholders.A record of recognizing and acting on opportunities to continuously improve.Experience working directly with a Board of Directors.High degree of professional ethics and integrity.
$75,000 - $80,000 a year
This is a full-time position with a salary of $85,000 and above, commensurate with experience. RLDF offers a competitive benefits package, including:
●401(k) plan with employer match
●Medical and dental insurance (80/20 split)
●Life insurance*
●Short-and long-term disability insurance*
●Competitive PTO policies
●Pre-tax Commuter Expense Reimbursement Plan
*Life insurance and short-and long-term disability are provided at no cost to the employee.LOCATIONRLDF will be establishing offices in Chicago’s Loop or adjacent. Occasional travel outside of Chicago may be expected such as participation in professional conferences or grantee engagement.Please note RLDF will maintain a hybrid work environment where employees are expected to work in the office three days a week.EEO AND DIVERSITY, EQUITY, AND INCLUSIONRLDF is an Equal Opportunity Employer and strives to recruit and retain highly competent individuals for its staff. It is RLDF’s policy to recognize the potential of each employee without regard to race, color, religion, sexual orientation, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status or family, or socio-economic backgrounds. This policy shall apply to all phases of the employment relationship. All applicants will be evaluated on a merit basis.BACKGROUND CHECKSRLDF will conduct background checks prior to all hires.PHYSICAL REQUIREMENTSAbility to sit at a computer terminal for long periods of time, ability to be physically in attendance at workstation at a designated company office location during normal business hours designated for the position.While performing the duties of this job, the employee is regularly required to talk, hear, handle, and feel.
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