Job Summary

Reporting to the Chief Operating Officer (COO), the Executive Assistant provides executive level assistance and project management expertise. The ideal candidate will be highly organized, detail-oriented, and able to anticipate leadership, office, and staff needs to provide seamless support that contributes to organizational success. The Executive Assistant will support the COO and other Chiefs with meeting deadlines, remaining organized and assisting the COO with meeting the business needs of the organization.

This hybrid role is based out of our corporate headquarters in Chicago and currently requires three days in the office weekly, with the balance worked remotely. Physical presence in the office is most appropriate when COO is present. The Executive Assistant is a key go-to professional for the Chief Operating Officer and will be engaged in highly confidential and time sensitive matters. The Executive Assistant must be able to take initiative to transform visions and goals communicated from the executive leadership team into actionable plans with guidance from the COO.

Job Duties Include:

• Draft internal and external correspondence, such as memos, agendas, and reports
• Manage an active calendar of appointments for the COO
• Schedule meetings, notifying participants, confirming dates and times, reserving meeting sites and preparing needed materials
• Attend and participate in meetings as requested; may take/transcribe notes and distribute as directed
• Book travel arrangements, which may include flights, hotel accommodation, car rental, and correlating reservations for COO and at times for Chief Officers
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff
• Research and communicate government grant and contract opportunities aligned with the organizations mission and vision
• Work with COO to determine project scope and objectives
• Identify internal and external resources needed to execute projects
• Develop and implement project management plans and tools
• Monitor and document project progress and outcomes
• Collaborate and effectively communicate with project stakeholders
• Manage vendors and contractors at the direction of COO
• Responsible for early identification and communication of barriers and challenges to project success and completion
• Ensure projects are completed within the approved budget

Qualifications

Education

• BA/BS degree preferred

Experience

• 5 years or more of progressive, responsible office work experience in an executive environment
• Project management experience

Certification

• Project Management certification preferred

Other

• Valid driver’s license and acceptable driving record with OHU required levels of coverage for auto insurance

Required Skills

• Proficient in Microsoft Office (Teams, Outlook, Word, Excel, and PowerPoint) and other digital platforms (e.g., Zoom, Adobe)
• Excellent time management skills: proven ability to meet deadlines
• Ability to communicate effectively, both verbally and in writing
• Can deal effectively with all employees and external stakeholders while conveying a positive, mission-driven, and service-oriented attitude
• Adept at maintaining complete confidentiality and discretion in business dealings/relationships
• Ability to solve problems creatively
• Ability to travel throughout United States

We Invest in You!

• Competitive pay and benefits
• Tuition assistance up to $2500 per year
• Generous vacation and PTO plans
• Health, dental, vision, retirement plan, health savings account, Agency paid life and LTD, supplemental life insurance
• Career ladders, professional development, and promotion opportunities
• Leadership opportunities on site-based Center Management Teams

A Different Kind Of Employer - One Hope United is strong and ready to grow. Are you ready to grow with us?

• 800 talented professionals strong, serving 10,000 children and families in Illinois, Missouri, and Florida
• Fiscally stable, $50 Million agency- strong since 1895
• Energetic leadership and a rich community of support

One Hope United does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. One Hope United is an Equal Opportunity Employer and a Drug-Free Workplace. One Hope United participates in e Verify.

In the spirit of caring for one another and our community, please note that upon accepting an offer of employment from One Hope United, you will be required to share proof of a Covid-19 vaccination. The requirement is subject to accommodation in compliance with applicable laws and regulations.

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