Administrative Assistant to the Senior Leadership Team

Supports the Senior Leadership Team and manage/coordinate various schedules. Manage Corporate Office and St. Vincent de Paul Center Office and coordinate with Marillac Social Center. Work with Board of Trustees Chairperson and Finance Committee President. Be responsive to all Board, Committee, donor, staff and client requests/inquiries.

Duties & Responsibilities

Manage CEO’s calendar. Meet with the CEO regularly to discuss scheduling and outstanding issues. Screen all CEO calls. Keep CEO and the Board organized.
Respond to all staff, donor, client, and Board inquiries and requests in a timely manner. Expedite directives and respond to questions from Board Chair and Finance Committee Chair upon receipt.
Attend Board of Trustees meetings and write the Minutes of the meetings. Write Board Resolutions. Prepare Board agenda and submit to Chairperson for approval. Coordinate and disseminate via e-mail Board materials to members one week prior to meetings. Send out invites and monitor responses. Edit Executive Report to the Board. Keep Board Chair apprised of quorum status.
Attend Finance Committee meetings and write Minutes of the meetings. Coordinate and disseminate via e-mail materials prior to meetings. Send out invites and monitor responses.
Participate in Executive Committee, Finance Committee and Board Chair conference calls and take Minutes. Disseminate appropriate materials prior to conference calls. Send out invites and monitor responses.
Create the Board packet: executive reports, financials, resolutions, etc., and send out to board members quarterly by email.
Attend CEO’s weekly Leadership Group meetings and write Minutes of the meetings. Prepare agenda and submit to CEO for approval. Disseminate via e-mail materials prior to meetings.
Plan and manage preliminary arrangements for meetings: Make appropriate room reservations, set-up requests and food/beverage requests for the following meetings: Board, Finance Committee, Executive Committee, Leadership Group, retreats, and all Employee meetings. Arrange for catering, as needed.
Proof all documents received from the Development department, including: Thank You letters, Solicitation letters, Fleur de Lis and Beacon of Hope Program Books, Annual Report, newsletters and marketing pieces.
Provide all necessary corporate information to the CFO for contracts, state agency submissions and auditors, on an as-needed basis.
Assume responsibility for one-time projects (e.g., Board/Leadership Group Retreats).
Open, sort and distribute incoming mail. Process donation checks before giving them to Development department and enter donor names and dollar amounts for all donation checks. Maintain spreadsheet to measure delays between receipt of donations and issuance of Thank You letter. Monitor status of letters and ensure that text of letters is appropriate to donors’ requests (e.g., in memory of, restricted).
Maintain corporate files for MSVFS.
Act as CEO’s “Ambassador” (e.g., attending children’s performances and staff recognition events, personal birthday greetings to staff).
Plan/coordinate monthly Board breakfasts: create invitation list, send out invites, monitor responses and arrange set-up, food and beverages for the breakfasts.
Respond to calls and emails for routine employee inquires.
Work with HR team to coordinate performance review process to include collecting forms, monitoring due dates and following up on incomplete and/or overdue forms.
Prepare summary of monthly hires and terminations to DCFS.
Act with integrity and aspire to model our Core Values in the delivery of all services.

Job Requirements

Experience/Education

Minimum Bachelor’s degree in Business Administration or a related field and minimum 5 years of experience supporting an executive team. Advanced computer skills working with MS Office Suite required.

Qualifications

Office management skills requiring minimum supervision. Highly organized, able to coordinate and complete multiple projects within a coincident time frame. Ability to work independently and in a team environment. Strong time management skills and ability to adjust priorities quickly. Exceptional oral/written skills. Ability to demonstrate Core Values in all internal and external interactions.

Language

Ability to read and speak English proficiently. Bilingual (Spanish) is preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk, read and hear.
Possess the ability to fulfill and any all office activities normally expected in an office setting, to include, but not limited to: remaining seated for periods of time to perform computer entry, participating in filing activity, lifting and carrying office supplies (paper reams, mail, etc.)
The employee must occasionally lift and/or move up to 20-25 pounds.
At times, may require more than 40 hours per week to perform the essential duties of the position.
Fine hand manipulation (keyboarding).

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.