Jobs

Executive Assistant 

October 9, 2023

Summary 

Title: Executive Assistant 

Status: Full-time, Exempt  

Location: Great Lakes State, Chicago area preferred   

Role: The Executive Assistant (EA) provides support to the President/CEO and COO to maximize the strategic use of their time and supports the President/CEO and COO to maximize the strategic use of their time and assists the Operations team in seamlessly integrating the Operations team in the seamless integration of essential administrative work into the Alliance’s mission-driven culture and workplace. This position reports to the President/CEO and works closely with the COO, VP of Finance & Operations, and Office Manager on meeting logistics and scheduling, document creation and management, Board of Directors administrative support, as well as human resources, financial, and office management matters. The Executive Assistant performs a wide variety of functions independently, exercising confidential discretion and sound judgment in performing these duties. Administrative services may be provided to other department staff as required. Additionally, this person will assist with special projects as assigned by the President and CEO. 

Structure: The Executive Assistant works directly with the President/CEO, COO, Office Manager and reports to the President & CEO.   

Compensation and Benefits: Salary range begins at $75,000, with the starting salary determined commensurate with experience. Medical, dental, short- and long-term disability, life insurance, FSA, 11 paid holidays plus the business days between 12/26 and 12/30 (staff who must work on any holidays may take those holidays at another time subject to the employee handbook), 3 weeks vacation to start + PTO, Fidelity 401(k) with employer match of up to 6% of salary.  

Work Environment: This is a primarily remote position with a strong preference for location in the Chicago area. The EA may work primarily from their home and should expect to be in the Alliance’s Chicago office once per week on average.   

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Overview 

A typical week might begin with a meeting with the CEO to review the status of projects and upcoming engagements requiring his participation. Later, the EA pivots to reviewing requests the COO has received for input from Program staff. The EA schedules these tasks and follows up with staff members as needed to understand timelines and any outstanding action items. On Tuesday, the Board Development Committee is meeting, so the EA sends the VP of Development & Communications the latest RSVP list and logs into the meeting a few minutes early to manage the Zoom and prepare to take minutes. After the meeting, the EA ensures the minutes are accurate and concise before distributing them to the committee. The EA knows that a lobbying report is due on Wednesday, and a communication is being sent out to our VIP supporters, so they send a few emails to ensure all the required materials for both projects are available before logging off for the day. On Wednesday, the EA files the lobbying report and then turns their attention to the mailing. They have a few questions on the recipient list, which they work through with the Individual Giving Manager before sending the message on the President & CEO’s behalf. The Alliance has a board meeting coming up, so Thursday and Friday are spent preparing the presentation for the meeting and working with the catering team, office of the building, and venue for our Board dinner to finalize logistics. On Friday afternoon, the EA sits down with the COO to review her schedule for the upcoming weeks and ensure she has the relevant materials to accomplish any major projects she’s tagged to complete before logging off for the week. 

The Executive Assistant contributes to the successful execution of the Alliance’s strategic plan by supporting top leadership in their responsibilities across the organization and directly contributing to the Operations team’s defined outcomes around administrative and board support.   

Responsibilities 

Executive Assistance 

  • Maintain general knowledge of all activities and projects the President/CEO and COO are involved in and accurately respond to routine inquiries from staff. 
  • Develop and implement systems to ensure the needs and expectations of the President and CEO are met in a timely and efficient manner. 
  • Plan, coordinate, and ensure calendars for the President/CEO and COO are managed effectively. 
  • Work closely with the President/CEO and COO to keep them well informed of upcoming commitments and responsibilities with appropriate follow-up. 
  • Schedule internal and external meetings, including preparing agendas, inviting attendees, scheduling meeting rooms, ordering equipment, taking and transcribing meeting minutes, monitoring action and follow-up items, and keeping permanent records as appropriate. 
  • Arrange and schedule travel logistics for the President/CEO, COO, and other staff, as needed. 
  • Proofread and ensure accurate formatting of all correspondence going out under the President/CEO’s signature. 
  • Serve as a liaison between the President/CEO and staff for purposes of contracts, agreements, and other official documents. 
  • Prepare expense reports and assist with time entry as needed. 
  • Compose correspondence. 
  • Serve as the primary staff liaison with the Alliance’s external administrative legal counsel, ensuring that staff needs are effectively prioritized and advanced with the Alliance’s law firm and track the established retainer.  
  • Manage the registration and reporting requirements for the Alliance’s staff lobbyists, including assessing registration and reporting requirements and advising on any new or changing needs. 
  • Other projects/duties as assigned by the President/CEO and COO. 

Board Liaison 

  • Coordinate meetings and special events logistics for board members.  
  • Take minutes for meetings on calls and in person. 
  • Coordinate with the President/CEO to assemble and distribute communications to Board of Directors members prior to each of the quarterly board meetings and retreats. 
  • Maintain board SharePoint site and ensure accurate record keeping. 
  • Assist with logistics for new board member orientation process and details related to exiting board members. 
  • Administer the Board Nominating Committee recruitment process in collaboration with the President & CEO and Nominating Committee Chair, including the process for board members to recommend potential new directors and tracking candidate interactions and follow-ups.    

Knowledge/Skills  

  • Minimum of 5 years in administrative assistance or office management at the executive level.  
  • Experience working for senior leaders of the organization and Board members is preferred.  
  • Exceptional planning and organization skills.  
  • Ability to compose, edit, and organize documents and presentations using professional, clear, and succinct language and structure.   
  • A demonstrated commitment to timely and accurate performance.  
  • Attention to detail and ability to anticipate and proactively solve problems is critical.  
  • Willingness and desire to provide customized service for individual board members and leadership staff based on work style and needs.  
  • Microsoft Office Suite (Outlook, Word, and PowerPoint emphasized). 
  • Ability to learn new software applications quickly. 
  • Experience with SharePoint and Asana is helpful but not required.  
  • The Alliance for the Great Lakes values community, relationships, courage, integrity, optimism, and the principles of justice, equity, diversity, and inclusion in all our work.   

Job Parameters 

  • This position is full-time and consistent with Alliance employment policy. The salary range begins at $75,000, with a starting salary determined commensurate with experience. 
  • Excellent benefits, including medical, dental, short- and long-term disability, life insurance, FSA, 11 paid holidays plus the business days between 12/26 and 12/30 (staff who must work on any holidays may take those holidays at another time subject to the employee handbook), 3 weeks vacation to start + PTO, and Fidelity 401(k) with employer match of up to 6% of salary, eligible after 30 days. 
  • This is a primarily remote position with a strong preference for location in the Chicago area. The EA may work mostly from their home and should expect to be in the Alliance’s Chicago office once per week on average. 

Application Process 

Please email a cover letter, resume, references and writing sample to: hr@greatlakes.org. 

Include job title in the subject line. 

Writing Sample: As part of our evaluation process, we kindly request that you provide a writing sample showcasing your ability to communicate with clarity and professionalism. This sample can be in the form of a memo, an email to board members, or any relevant work from your portfolio.

Applications will be accepted until the position is filled – we are looking to fill immediately. Materials should be compatible with Microsoft Word or Adobe Acrobat. Applicants will receive confirmation of receipt of their materials and further guidance and updates about the hiring process by email, with interviews provided for finalists. No phone inquiries please. 

The Alliance for the Great Lakes is an Equal Opportunity Employer. The search process will reinforce the Alliance’s belief that achieving diversity requires an enduring commitment to inclusion that must find full expression in our organizational culture, values, norms, and behaviors.  

About the Alliance for the Great Lakes 

Our vision is a thriving Great Lakes and healthy water that all life can rely on today and far into the future. We aspire to be a voice for the lakes, and to support the voices of the communities that depend on the lakes and their waters.

The mission of the Alliance for the Great Lakes is to protect, conserve and restore the Great Lakes, ensuring healthy water in the lakes and in our communities for all generations of people and wildlife. We advance our mission as advocates for policies that support the lakes and communities by building the research, analysis and partnerships that motivate action and by educating and uniting people as a voice for the Great Lakes.   

To achieve our vision and mission, everyone in our organization will live our values of Community, Relationships, Courage, Integrity and Optimism and weave the principles of Justice, Equity, Diversity and Inclusion into all our work. Each value and principle is backed by measurable goals and expectations for our Board of Directors and staff.