5+ years of experience
Concerned about your lack of experience? Learn More...
Employment Type:
Full time
Job Category:
Administrative Assistant to the CEO
(This job is no longer available)
Childserv | Chicago, IL
Grad Date

Not sure what types of jobs you are interested in?

Explore Jobs
Based on Your Education

Follow This Company

Job Description

Job Summary: Performs office and administrative duties related to general business operations of a department(s) in direct service to the CEO. Assists executive and upper administrative professionals in carrying out department goals, objectives and responsibilities.

Essential Functions:

* Accurately manage the executives calendar to ensure important meetings are scheduled and arranged in order of priority.
* Making travel arrangements for the CEO (restaurant, meeting and parking reservations).
* Coordinate and execute special assignments and tasks under general supervision.
* Perform a high level of administrative and clerical duties with minimum supervision for the CEO and up to 35 board members and 8 committees.
* Answer and accurately respond to incoming telephone calls, take messages and ensure messages gets to appropriate staff.
* Prepare and distribute meeting minutes, agendas and other vital correspondence.
* Serves as the liaison between other programs and sites.
* Assists in the preparation and distribution of policies and procedures and other department manuals.
* Demonstrate excellent interpersonal and communication skills.
* Provide administrative support and oversight to assigned department(s).
* Provide back-up support to the receptionist/switchboard operator when needed.
* Ensure that department/program forms and materials are adequately stocked and maintained.
* Provide administrative leadership within department or program structure.
* Exercise sound independent judgement and strict confidentiality of all emails, correspondence, meetings and verbal conversations unless specified by CEO.
* Perform other duties as required to accomplish the mission of the department/program and the Agency.
* Ensure all facets of proper maintenance for the purpose of organizing, distributing and the renewing of all agency property leases and DCFS contracts.
* Prepare and send signed (by the CEO) thank you letters to donors that have made donations.
* Handle adoption records and connect petitioners seeking information regarding adoption with the Confidential Intermediary Service of Illinois.
* Ensure the accurate input of donor information into data base and manage reporting for grant and funding purposes.
* Resilient and able to manage stress associated with the demands and expectations that can sometimes function at a fast pace.

Qualifications: High school diploma or GED and minimum 5 years experience required. Associates degree or special secretarial training highly preferred. Typing skills of 55 wpm or better, demonstrated working knowledge of Windows and Word Processing (Word, Excel, Power Point etc.) knowledge of operation of office equipment (computer, fax machine, copier, postage machine and other office equipment). Must demonstrate an excellent score (75% or above) on the basic, intermediate and advanced skill assessment levels. Must display a professional and positive image and work effectively with all levels of staff. Must also be a team player, courteous, maintain a high level of confidentiality and be willing to travel as needed. Must be detail-oriented and able to work well independently and open to learning new skills.

Why ChildServ?

At ChildServ we value our employees work/life balance. With paid time off and 13 paid holidays, ChildServ is a place where you can grow professionally and maintain a healthy balance between work and personal life.

We believe in promoting from within. Since 2015, we have promoted over 24% of our staff.

* Competitive pay and benefits
* Paid Vacation and sick days and 13 paid agency holidays
* Medical, dental, vision, 401k, voluntary short-term disability, voluntary AFLAC coverage and Agency paid life insurance (ChildServ pays 80% of the cost for employee medical coverage)
* Mileage Reimbursements
* Ongoing training

The above statements are intended to describe the general nature and level of work to be performed by the person in this position. This description does not state or imply that the above are the only duties and responsibilities assigned to this position. All job requirements are subject to possible modification.