The Executives' Club Of Chicago

Executive Assistant


Job Title: Executive Assistant

Reports to: President and CEO

Location: 425 S Financial Pl, Suite 908, Chicago, IL 60605

Hours:  Full Time, Exempt  

ABOUT US

The Executives’ Club of Chicago is Chicago’s premier membership organization and business forum. For more than one hundred years, The Club has been a valued resource for Chicago’s business leaders - connecting members, providing opportunities for strategic relationship development, access to intellectual exchange and world-class speakers, and enhanced exposure to the broader business community.

Through our signature series programs, forums, leadership development, and member events, we bring together business, civic and academic leaders from all industries to discuss issues and opportunities affecting business in Chicago and the world.

ABOUT YOU

  • You take ownership of the tasks and projects you are responsible for and see them through to completion.

  • You use technology for efficiency. You remember most things but set up calendar reminders just in case. You also utilize pop-up notifications for emails to make sure you respond promptly. You are ON IT!

  • You know it’s okay to ask questions, but Google is also your go-to best friend.

  • You are OBSESSED with the details. Your brain goes into overdrive ensuring that all the dots are connected properly *before* hitting send. Mistakes rarely happen.

  • You can be trusted with confidential information and understand any breach would be unacceptable.

  • You are comfortable corresponding with C-Suite executives and their assistants.

  • You are naturally an organized person.

  • You are a team player. You want everyone on the team to succeed and go the extra mile to ensure you are helping everyone do their job to the best of their ability.

  • You are not a wallflower. During our live events, we expect all of our staff, especially this role, to interact with our members and guests and make everyone feel comfortable and welcome.

  • You strive to exemplify The Club's values of nurturing relationships, inclusivity, a desire to foster world-class knowledge, and belief in growing Chicago's future.

ABOUT THE ROLE

This is a support role, primarily focused on managing the calendar of the President and Chief Executive Officer. This role is also responsible for the coordination and logistical prep work for all Board and Committee meetings and some additional office management tasks.

RESPONSIBILITIES

Executive Administration:

  • Provides executive administrative support to the President and CEO, including, but not limited to: meeting and event scheduling and expense reporting, ensuring calendar invitations include all relevant details for both in-person and virtual engagements (such as Zoom links, locations, dial-in numbers, etc.)

  • Prepares all materials for Board meetings and manages annual governance calendar.

  • Maintains Board governance contact lists and updates the database as needed.

  • Manages and supports the Board Management Committees which include: Executive Committee, Governance Committee, and Audit Committee.

  • Responsible for coordinating and supporting Board and Committee meetings, before, during, and after, including note taking and agenda setting. 

  • Responsible for communicating Club programs, events, and meeting schedules with the Board of Directors and tracking attendance.

  • Point person at Speaker Receptions during Club programs for guests that include speakers, Board members, sponsors, and C-suite level executives.

  • Occasional planning and coordinating CEO’s domestic travel, hotel and related arrangements.

  • Provides personal support for CEO, including birthdays and notable event reminders plus arranging for cards and gifts.

  • Prepares correspondence and other written material as requested by the CEO and C-Suite.

Office Management:

  • Schedules, prepares materials and takes notes for all weekly staff meetings. Follows up on action items as a result of these meetings.

  • Coordinates group goal setting, tracking, and understanding of goal and evaluation process to ensure success.

  • Responsible for internal team communication.

  • Organizes, plans and schedules team outings.

  • Manages inventory and handles procurement of office supplies.

  • Responsible for keeping office kitchen and common areas tidy.

REQUIREMENTS

  • BA/BS from an accredited 4-year undergraduate institution preferred

  • At least 2 years of experience as an executive assistant or similar supportive role

  • Exceptional communication skills -  listening, speaking  and writing

  • Excellent customer service skills - our Members, Board and Sponsors are our “customers”

  • Proficiency with Microsoft Office Suite - Word, PowerPoint, Excel and Sharepoint

APPLY

To apply, fill out this form. https://airtable.com/shr6rw1vtzZdntUgf

Please make sure to give as much explanation as possible. We’re not looking for just a “yes” or a “no” answer. This is your chance to make an impression and tell us everything we need to know! (estimated time to complete the application, 60 minutes).

DEADLINE TO APPLY:  July 16, 2021

We'll be in touch with those who make the short list.

The Executives’ Club of Chicago is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.