Executive Assistant/Board Liaison
The Better Government Association seeks a full-time Executive Assistant/Board Liaison
to provide administrative support and manage the calendar/schedule of the CEO, as well as
administrative support to the Board of Directors.
About the BGA
The BGA is a nonpartisan, nonprofit watchdog organization that combines investigative journalism, advocacy and civic engagement to promote good government at the local, county and state levels in Illinois. Its offices are located in Chicago.
Provide administrative support and manage the calendar/schedule of the CEO, coordinating day-to-day activities by maintaining a balance between meeting requests and other activities, identifying conflicts and anticipating and resolving potential schedule conflicts.
- Monitor CEO email, prioritizing key communications and ensuring timely and effective follow-through in communications and scheduling.
- Collaborate closely with Development Director, coordinating CEO’s schedule to optimize BGA’s fundraising efforts, develop follow up tasks, and ensure that updates are made.
- Vigorously pursue meetings with BGA funders and prospective funders, both major donors and foundations, developing strong relations with donors’ support staff over time.Advises Director of Policy and staff on recommendations for policy positions and advocacy strategies.
- Show resourcefulness in obtaining contact information for and scheduling phone calls or meetings with new funding prospects.
- Organize meeting materials, ensuring they are prepared timely and effectively; coordinate technical and facilities support for meetings, as needed.
- Take comprehensive notes at meetings, drafting letters and emails, word processing. Note follow up items and ensure that action steps are documented.
- Prepare PowerPoint presentations, Excel spreadsheets, and other meeting materials, as needed.
- Maintain and ensure confidentiality while using knowledge and judgment to decide which issues should be shared, and with whom to work on issue resolution.
- Screen all incoming telephone calls and requests for information; resolve caller issues or forward them appropriately for resolution, engage with appropriate internal and external contacts as
- Support CEO in all areas associated with writing newspaper columns, TV appearances and attendance at media and public events.
- Develop routine correspondence and responses for the CEO’s signature, initiating action when appropriate and ultimately resolving issues or questions on their behalf, whenever possible.
- Review BGA documents and the CEO’s correspondence, as needed, ensuring the BGA’s high standards for accuracy and quality standards are met.
- Develop relationships with BGA Leadership Team to enhance the ability to conduct business in an agile and effective manner.
- Collaborate with the Operations team in office management, procuring office snacks and supplies, ensuring an organized and neat office setting, welcoming visitors to the BGA office, etc.
- Facilitate social activity planning for staff, board and meetings with BGA partners, donors and prospects, including sourcing restaurants, gifts, etc. maintaining a database for all restaurants by location and recommendations.
Board Liasion - 20% of time
- Provide vital administrative guidance and support to the Board, its Chair, the Executive Committee and Board Committees, coordinating with the CEO’s schedule as needed.
- Schedule board and committee virtual and in-person meetings, communicating timely and effectively with Board members and their staff.
- Maintain annual calendar of board and committee meetings.
- Maintain board roster, board manual and board document in an organized accessible manner.
- Attend all board and committee meetings to produce minutes and track actionable items; discuss follow-up items with CEO after each meeting.
- Prepare board meeting materials, and after approval by CEO ensure electronic delivery to members.
- Work with board committee chairs to compile all committee reports, agenda and meeting materials.
- Mail track and follow up on the annual board conflict of interest disclosure.
- Work with Development Director and board’s Governance and Trusteeship committee on annual board pledge sheets.
- Ensure accurate and timely changes to BGA Bylaws, following amendments approved at board meetings.
The ideal candidate will:
- have a minimum of four year’ experience supporting C-level executives
- have a bachelor’s degree from an accredited university.
- demonstrate the ability to set and adapt to changing priorities and environment.
- have excellent organizational skills and the ability to set priorities among competing demands
- have a professional demeanor and ability to serve as the public face of the CEO.
- provide clear and direct communication in both written and verbal forms.
- be approachable, collegial, proactive and adaptable to change and changing priorities.
- maintain confidentiality of CEO and discretion in sharing sensitive information among peers and others where needed.
- have strong interpersonal and communication skills, including the ability to influence behavior and eliminate potential or existing barriers to success.
- show strong competency in proofreading.
- have advanced knowledge and understanding of Gmail, Google Calendar, Google Docs, Microsoft Word, Excel and PowerPoint. Familiarity with MAC environment.
Please send a resume and cover letter to firstname.lastname@example.org using this subject line “Executive Assistant Candidate”. No phone calls, please. Applications will be accepted through April 15, 2021.
The BGA is an equal opportunity employer. We are committed to diversity and inclusion in the workplace and strongly encourage applicants of color, LGBTQ, women, people with disabilities, veterans and/or those from immigrant backgrounds to apply for this position.