POSITION: Executive Assistant to the President
TEAM: President's Office
REPORTS TO: President
The Council is seeking an Executive Assistant to the President, who is extremely well organized, a self-starter, and is an essential support to the President as he leads the Council into its centennial anniversary in 2022. The Executive Assistant serves as point of contact for staff, partner organizations, and high-profile constituents, manages the President’s schedule, prepares his meeting and travel logistics, and assists with accounting and office support activities.
- Serve as gatekeeper to and principal support of the President, ascertaining the nature of the business and personally handling requests for routine information and directing other inquiries to the appropriate staff, and anticipating and proactively addressing issues for the President
- Complete a broad variety of administrative tasks for the President including: managing an extremely active calendar of meetings, conference calls, speaking engagements, and travel; completing expense reports and submitting check requests; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas for both domestic and international travel; and preparing the President’s meetings and calls
- Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature, and determine appropriate course of action, referral, or response; preemptively prepare the President by advising him of cross-organization information as well as any pertinent external information in advance of any action
- Manage the information flow in and out of the President's office (e.g., answering, directing, and organizing telephone calls, directing incoming mail, typing and drafting outgoing correspondence, producing itineraries and schedules, maintaining files and records, etc.); proof and edit all letters for President’s signature coming from other teams
- Research and acquire information on people and organizations with whom the President is meeting; provide the President with relevant information and paperwork for upcoming meetings
- Assist with administrative tasks for the Leadership Study Mission including tracking RSVPs, compiling participant bios, correspondence, data management, and other tasks as assigned
- Reserve/set up/break down conference rooms for meetings and arrange for refreshments.
- Develop a strong rapport with team members, while demonstrating flexibility and willingness to assist co-workers/team members at all times
- Provide support at Council events approximately 3 – 4 times monthly (registration, ushering, etc.), requiring some evening and early morning hours
- Perform other projects as assigned
- 3+ years of experience as an assistant to a senior corporate, academic, government, or nonprofit executive
- Ability to work effectively and efficiently under pressure in a fast-paced, demanding environment with conflicting and changing priorities; juggle multiple tasks and requests in a mature and calm manner
- Excellent organizational and multi-tasking skills with the ability to meet tight deadlines
- Excellent oral and written communications skills
- Superior computer skills, including extensive knowledge of and experience using MS Office: Word, Excel, PowerPoint, and Outlook (MS Office 2010/2013 version preferred)
- Superb interpersonal skills with the ability to communicate with people at all levels using courtesy and discretion
- Great initiative and a proactive spirit (e.g., the ability to anticipate the President’s needs).
- Demonstrated interest and/or background in international affairs/public policy a plus
- Team player and willingness to collaborate
The Chicago Council on Global Affairs is an independent, nonpartisan membership organization that provides insight – and influences the public discourse – on critical global issues. We convene leading global voices, conduct independent research, and engage the public to explore ideas that will shape our global future. The Council is committed to bringing clarity and offering solutions to issues that transcend borders and transform how people, business, and governments engage the world. Learn more at thechicagocouncil.org and follow @ChicagoCouncil.
Please email a cover letter and résumé as Word documents to email@example.com. Other career opportunities can be found on the Council’s website at www.thechicagocouncil.org. EOE