Executive Assistant to the President & CEO

Requisition Number: 
792
Department: 
Administration
Job Status: 
Year-Round
Hours: 
Full-time
Reports to: 
President & CEO
Overview: 
Provide confidential, executive-level administrative support to the President and CEO and serve as integral member of administrative team supporting senior management. Be an exceptional ambassador representing the Garden and its President & CEO to internal and external stakeholders. Passionate about the Garden’s mission-driven organization that is dedicated to cultivating the power of plants to sustain and enrich life.
Duties and Responsibilities: 

In this role you will be responsible for the following: 

General Administration:

  • Anticipate and respond to a broad spectrum of administrative needs; remain flexible and maintain a positive attitude and professional demeanor under pressure
  • Manage and maintain calendars to ensure the President & CEO is organized, prepared, and their time is well spent
  • Maintain a filing system for the President & CEO; ensure materials are accurately maintained on shared drive and hard copy, as necessary
  • With Director of Board Operations, coordinate Executive and Nominating and Governance Committees of the Board of Directors in both digital and physical settings
  • Coordinate Garden meetings and/or tours with outside individuals or groups; prepare annotated itineraries as required
  • Ensure that meetings, whether face-to-face or digital, operate smoothly with all necessary support services, from technology to refreshment or catering
  • Coordinate travel arrangements
  • Track expenses and complete expense reports; code invoices for approval and route to Accounting; generate accounts payable vouchers, purchase orders as needed; maintain petty cash fund for Administration use
  • Produce high-quality documents, including correspondence, mail merges, reports, memos, meeting agendas and minutes, budget plans, spreadsheets, charts, graphs, and PowerPoint presentations
  • Produce personalized acknowledgment letters
  • Receive and screen telephone calls, responding directly when appropriate or identifying the correct manner of response
  • Enter and update prospect information in Raiser’s Edge
  • Maintain President’s subscriptions and memberships, as well as institutional memberships
  • Order floral arrangements and other gifts as requested
  • Support other Vice Presidents and other Executive Assistants when required
  • Perform other tasks as assigned

Board Relations:

  • Serve as the administrative liaison for the Executive Committee and the Nominating and Governance Committee
  • Assure timely planning sessions occur for these committee meetings, prepare and post material for upcoming meetings and presentations to board web pages; coordinate correspondence, meeting venues, and logistics, assure meetings run smoothly in all formats, and assure meeting minutes are taken and archived appropriately
  • Be well-versed in all board committees and serve as key liason to Director of Board Operations
  • Adhere to Garden standards, material presentation, and record-keeping
  • Communicate with board on behalf of President & CEO

Communication:

  • Communicate directly, and on behalf of the President & CEO in a professional, confidential manner
  • Effectively communicate with all levels of the organization through various channels such as Zoom, Teams, email, phone, correspondence, and in person
  • Provide a bridge for seamless communication between the President & CEO’s office and the Board and other internal/external departments

Key Garden competencies/behaviors desired

  • Exhibits leadership to other administrative staff regarding professionalism, teamwork, work processes, etc.
  • Communicates in a manner that gains the trust and support of others at all levels.
  • Works effectively with others despite differences of opinion and style; builds alliances.
  • Has a tolerance for opposing points of view.
  • Strives for collaboration. Works cooperatively, as a positive contributor to the team.
  • Demonstrates a positive attitude and shows kindness in all workplace interactions.
  • Makes decisions appropriate for level of responsibility.
  • Can effectively adapt to change; can shift gears comfortably; is flexible, and embraces change with a “can-do” attitude.
  • Is self-aware; knows personal strengths and weaknesses; seeks feedback and is open to negative feedback as an opportunity for improvement.
  • Is cool under pressure; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; is a settling influence during a crisis.
  • Recognizes problems, constructively identifies and articulates solutions.
  • Picks up garbage when it is seen regardless of position.
  • Follows safety guidelines to ensure a safe working environment and consistently demonstrates safe work behaviors.
  • Is welcoming of new hires.
Qualifications: 

Our ideal candidate will have the following:

  • Extremely well-organized administrator who is comfortable and confident in executing high-level administrative support to the President & CEO using the utmost discretion and professionalism
  • Ability to anticipate needs, providing exceptional service
  • Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously
  • A profound attention to quality, keen attention to detail, and spirit of service excellence
  • Expert proficiency with MS Office products including, Outlook, Word, Excel, and PowerPoint; Adobe Acrobat DC, and web communications required
  • Proficient in virtual meeting technology; specifically Microsoft Teams, Zoom, GoToMeeting (others as appropriate/available)
  • Demonstrated organizational skills, project coordination experience, proven problem-solving, decision making, and interpersonal skills
  • Experience providing complex confidential administrative support in a high-profile environment
  • Proven ability to work well in teams and with all levels of internal management and staff, as well as outside clients, donors, vendors, and the press
  • Excellent written and oral communication skills
  • A minimum of five years of prior executive assistant experience; professional administrative training preferred; bachelor’s degree preferred

 

Physical Demands: 
Office setting. Frequent sitting, standing, walking, bending, listening, speaking, and keyboarding. Use of office equipment including computers, telephones/polycoms, copiers, scanners, fax machines, projectors, smart keyboards, and video monitors (A/V equipment). Ability to walk and/or golf cart frequently around the Garden to run errands, deliver materials, and set up for events. Occasional event work requires long periods of standing. Some requirements for lifting, pushing, or pulling items less than 30 pounds.
Why Apply?: 

Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today. Please note that applicants who do not meet the required qualifications will not be considered.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and qualifications required of personnel so classified.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, or basis of disability, or any other federal, state, or local protected class.

In accordance with Title IX of the Education Amendments Act of 1972, the Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX coordinator should you have questions or concerns.