Do you have Executive Assistant experience? Are you passionate about the arts?

We are in search of an Executive Assistant for a Museum located in Chicago, IL. This is a Full Time, Hybrid, Temporary Assignment.

ORGANIZATION: Museum

LOCATION: Chicago, IL

POSITION TITLE: Executive Assistant

SCHEDULE: Full Time (40 hrs./wk.); Hybrid

DURATION: Temporary (~3 mos.)

HOURLY RATE: $28-32/hr. DOE

Is This Your Dream Position? As the Executive Assistant, you'll provide executive administrative support and project coordination to the Deputy Director and Chief Operating Officer (DDCOO). This role handles traditional administrative work along with project and operations coordination.

Our Ideal Candidate:

• Minimum of three years of advanced administrative/project executing experience working closely with senior-level management
• Experience managing multiple projects and priorities simultaneously in a fast-paced environment
• Experience in positions requiring independence, the highest level of discretion and a high level of responsibility regarding executive matters and project management
• Highly organized and requiring minimum supervision, able to anticipate needs and proactively act on them, and use professional judgment in complex situations
• Ability to prioritize and adjust heavy workload, manage a variety of tasks, and meet various deadlines with changing priorities, frequent interruptions, and conflicting deadlines
• Excellent verbal and written communication skills required including the ability to work well with all levels of internal management and staff, trustees, and donors
• Excellent computer skills, including strong proficiency in Microsoft Office
• Ability to perform occasional light lifting
• General mobility throughout the museum

How You Will Spend Your Day: 

ADMINISTRATIVE:

• Organize and leverage the DDCOO’s time effectively; handle detailed meeting coordination, drive, and execute strategic calendaring
• Prepare the DDCOO for meetings by proactively drafting consistent and relevant briefs prior to meetings and events; researching companies, participants, locations, and other aspects as necessary in advance
• Process all incoming and outgoing information; route pertinent information to the right team members and ensure follow-up
• Establish a communications cadence as needed based on DDCOO’s current goals and priorities; prepare “weekly prep” for the DDCOO and send reminders on high priority items daily
• Maintain positive, collaborative relationships with people across the organization to ensure success of the Operations Division
• Handle expense reports and reconciliation on behalf of the DDCOO

PROJECT COORDINATION:

• Partner with the DDCOO to manage, develop, research, and execute assigned projects.
• Proactively manage project workflows and timelines, ensuring all elements are organized and progressing to predetermined deliverable dates.
• Monitor progress and achievements of next steps, communicating results to appropriate parties.
• Ensure success of key projects by independently tracking follow-up items across multiple stakeholders.
• Create clear workflows for undefined processes and procedures.
• Solve complex problems by analyzing and compiling data, determining the best approach, and preparing reports and recommendations.
• Maintain a learning and growth mindset, consistently identifying ways to improve processes and create efficiencies within the division

We’d love to hear from you. 

If this sounds like the job for you, we would love to help make that happen. Please apply by clicking on the "Apply" button below.

For more information about Careers In Nonprofits and our other available opportunities and workshops, please visit our website at www.careersinnonprofits.com. 

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.  

Due to the high volume of applications we receive, we regretfully can only respond to those candidates who best meet the requirements of a specific position or whose backgrounds are generally applicable to our client base. Please rest assured that we retain all candidate information for possible future matches, even if you do not hear from us in regard to your application in response to this ad.