Executive Assistant (Full-time, onsite)

Great Lakes Protection Fund•Evanston, IL

2d•$90,000 - $90,000•Onsite

About The Position

The Executive Assistant is a key member of the Fund’s operations team. The operations team is responsible for the Fund's administrative, governance, and operational functions. The Executive Assistant performs a wide range of administrative and operational duties, supporting the Executive Director, the Board of Directors, and the Fund staff. The Executive Assistant reports to the Vice President of Finance and Administration.

Requirements

Bachelor’s Degree or equivalent experience.
Five years of administrative experience.
Proficiency in MS Office.
Excellent written and verbal communication skills.
Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines.
Demonstrated ability to communicate with senior executives and Board members.
Self-starter, independent worker.
Ability to travel to work and off-site for meetings, conferences, and seminars.

Nice To Haves

Certification, or equivalent experience in meeting planning/event management.
Enduring sense of humor.
Passion for the environment, the Great Lakes, and making the world a better place.

Responsibilities

Senior Management Support Works closely with the Executive Director, providing scheduling, travel, and administrative support.
Manages and prioritizes the Executive Director’s calendar; assists with meeting preparation and materials; drafts correspondence; manages travel logistics; prepares expense reports; and provides other support as needed.
Provides administrative and operational support for other GLPF staff as needed.
Board Meeting Support Provides administrative support to GLPF Board of Directors and its Committees, including but not limited to scheduling meetings; organizing, proofreading, and distributing meeting materials; and preparing meeting minutes.
Maintains board portal, reference materials, and board records.
Serves as in-house expert on board management software.
Administrative and Operations Support Manages all aspects of the office, including but not limited to ordering supplies; serving as liaison with building management staff; updating and communicating emergency procedures; maintaining copier and other office equipment.
Manages vendor relationships, as assigned.
Assists with the processing of accounts payable and expense reporting.
Drafts, distributes, and tracks annual member meeting materials.
Serves as lead administrator on MS Office, AT&T, Adobe, Zoom, BoardEffect, and other applications, as assigned.
Supports team by drafting and reviewing documents and presentations, updating document/presentation templates, performing data entry and analysis, scheduling meetings, and other activities as assigned.
Event Management Plans and manages logistics of all GLPF events, including venue/vendor research, site visits, contracts, catering, and audio/visual coordination.
Coordinates all event logistics for in-person board meetings, including travel arrangements for board members and staff, venue and hotel reservations, catering, audio/visual needs, and tours and entertainment.
Manages event costs, including travel reimbursement and vendor expenses.
Arranges staff, board, and guest travel.