Under the direction of the CEO, the Executive Office Administrator provides support services to the CEO including project management, administrative and office support services. Works under general objectives established utilizing a high level of initiative and discretion in prioritizing work and in performing duties that are generally complex and confidential in nature. Screens and handles situations for, and in the absence of, the CEO, determining urgency of issues, appropriate course of action to be taken, and appropriate follow-up and reporting.

This incumbent will be expected to promote and adhere to the workplace core capabilities of: accountability, customer focus, continuous quality improvement (CQI), communication, competent people and clear priorities. All work to be completed with minimum supervision and in accordance with organizational standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. The organization reserves the right to add to, delete, change, or modify the essential duties and responsibilities at any time.

• Maintain a close and highly responsive relationship to the day-to-day activities and needs of the CEO and at times, supporting others on the Senior Vice President Team. Develop a daily work plan and communicates regularly with the CEO to ensure priorities are addressed. Follow-up with appropriate staff, including Executive team, to ensure deadlines are met and work plan is completed.
• Anticipate and prepare materials needed by the CEO for appointments, correspondences, telephone calls, meetings, and conferences and keeps the CEO informed on issues. Schedule and coordinate meetings as necessary with both internal staff and external relationships.
• Ensure requests for action or information are relayed to appropriate staff members; interprets request as needed and helps implement action; ensures information is furnished in a timely and appropriate manner through own action or action of others with timely follow-up.
• Compose correspondence on own initiative about administrative matters and general policies, based upon knowledge of Illinois Action for Children and the CEO’s or designee views, for approval.
• Research and prepare special or ad hoc reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, or files. Screen and analyze all incoming telephone calls, visitors, and requests; personally respond to the need for information and assistance, assess and triage requests, including assisting callers with complaints. Screen and analyze incoming mail, which includes determining the recipient of the mail.
• Serve as a liaison support between Board members and the CEO. Compose agendas and minutes for various committees and meetings including typing and distribution of minutes, update Board Portal and send accompanying materials to the Board. Coordinate new board member orientation and training on the Board portal.
• Coordinate logistics for all meetings and conferences, including travel arrangements, organizing meetings, including scheduling, coordinating agendas for approval for leadership team and board meetings; sending reminders, and organizing catering when necessary.
• Schedule meetings via online platforms. Take notes during meetings and ensure follow up related to action steps/assignments. Prepare Expense and Travel Reports for appropriate signatures as well as expediting invoices for payments.
• Uses multiple technical applications including word processing, database management, spreadsheets, manage online platforms, graphics and presentation software, electronic calendar, email, and other technical/scientific applications.
• Type and take meeting minutes; establish and maintain office files; requisitions, Board minutes and reports, supplies, printing, maintenance, or other services; coordinate personnel and administrative forms, such as expense reports and forwards for processing. Compose, edit letters, memoranda and reports as needed.
• Supervise Administrative Coordinator. May provide functional supervision to clerical, administrative support staff and/or consultants as assigned.
• Other Functions: The organization may assign other functions to the job at its discretion.

Benefits of Working at IAFC:

• Working with passionate team members that are driven by our Mission: Illinois Action for Children is a catalyst for organizing, developing and supporting strong families and powerful communities where children matter most.
• We strive to foster and implement a culture of diversity, equity, and inclusion across our organization. We know it is not only critical to the success of diversity initiatives - but instrumental in creating an unbiassed and inclusive workplace! It not only relates to the diverse clients we serve but also creates a positive employee experience.

We offer an extensive benefits package that adds value to your total compensation. Our benefits include:

• Health, dental and vision insurance plans with company contribution of 95% for single coverage
• 401k with company match
• Generous PTO – first year-23 days, the second year-28 days, the third year and on - 35 days
• 11 Paid Holidays and 1 Floating Holiday
• Tuition Reimbursement
• Flexible Spending Account
• STD & LTD insurance
• Company paid Life Insurance

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE: Bachelor's degree 3-5 years related experience. Prior experience in a secretarial or administrative support role a plus. Advanced computer, editing and presentation skills a must. Must be detailed oriented and have great organizational and communication skills. Ability to maintain confidential information as well as compose and edit letters, memoranda and reports. Notary public license a plus.

OTHER SKILLS AND ABILITIES:

• Strong written and verbal communication skills; excellent organizational skills; detail-oriented and able to multi-task
• Ability to use good judgment in handling difficult situations
• High degree of initiative
• Ability to work collaboratively within the organization and lead change

While we desire for this job posting to be comprehensive, all aspects of the position may be amended at any time at the discretion of IAFC including job duties, work location and/or work schedule.

As established by the Illinois Action for Children Board of Directors, all employees are required to receive a vaccination against COVID-19, unless a medical or religious reasonable accommodation is approved. If offered a job, the candidate must be able to prove that they have been vaccinated with one of the CDC-authorized vaccines, including either Pfizer-BioNTech, Moderna, or Johnson & Johnson / Janssen or request and be granted an accommodation before their start date.