Administrative Assistant, Executive Office

Location: Chicago, IL

Type: Full Time

Min. Experience: Entry Level

Reporting to the Chiefs of Staff for the Office of the President and Office of the Chief Executive Officer (CEO), the Administrative Assistant provides experienced, detail-oriented, deadline-driven administrative support and coordination.  The administrative assistant will also work closely with the CEO’s Executive Assistant.  The position requires an organized, politely assertive, articulate professional who can interact effectively with executives, as well as with the firm’s current and prospective clients, and work collaboratively with colleagues.  The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, attention to detail, strong customer service orientation, strong character, and flexibility. 

The primary responsibility is to manage the calendar and travel of the President, along with expenses for the CEO. The Administrative Assistant will manage various administrative duties: weekly submission of the CEO’s and the President’s expenses, filing of client materials and collateral materials.  Duties to be coordinated with the Chiefs of Staff and/or done in a backup capacity include: coordination of the President’s travel, calendar and appointments, inbound and outbound calls and messages, and preparing client support materials. 

This position requires occasional late evenings and weekends. 

Key Responsibilities

Travel Coordination & Client Scheduling for the President

  • In coordination with the Chief of Staff for the President and working closely with the firm’s Travel Coordinator, manage a frequently changing schedule, including air and ground transportation and logistics, hotel accommodations, and client meeting locations with agendas.  This requires detailed knowledge of meeting and accommodation locations and travel times; as well as the preferences and expectations of the President and her clients

Time and Expense Reporting

  • Collect receipts from the President and the CEO, prepare and submit client time and expense reports
  • Work with finance team to reconcile discrepancies

File and Document Management

  • Digitally archives files and materials in SharePoint on behalf of the President and her clients
  • Ensures relevant client engagement information is complete, thorough, well-documented, organized, and easily accessible.  Requires the collection and filing of information following client visits, and identifying and taking initiative on follow-up items.  The objective is to ensure that the CEO and President are fully prepared on all occasions; that client and other information is captured following all consulting activities; and that follow-up items are recognized and completed in a timely fashion
  • Responsible for the CEO file room, keeping it stocked with all necessary supplies (from extra file folders to water bottles for clients), ensuring it is always neat and orderly

Correspondence 

  • Send email to clients or other contacts to reconfirm upcoming meetings or calls. 

Conferences

  • Assist with and attend GG+A client and staff conferences.  These are held over weekends three times a year.

Other duties as assigned

Core Competencies

  • Ability to manage multiple duties and competing priorities in a fast-paced, deadline-driven environment
  • Motivated to find ways of improving processes and look for ways to help
  • Superb interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copy editing skills
  • Proactive, self-starter capable of advanced planning and ability to anticipate the needs of a busy executive
  • Time and task management skills
  • Results orientation with high expectations for quality and accuracy
  • Ability to exercise sound judgment; critical thinker, and communicative, consultative problem solver
  • Strong customer service orientation and commitment to meeting deadlines

Minimum Qualifications

  • At least 2-3 years’ experience in administrative work as an Administrative Assistant
  • Demonstrated proficiency with Microsoft Office, particularly with PowerPoint, Outlook, and Excel

About GG+A

GG+A has built a high-performance culture across all of its products and services. It is client-centric and committed to responding swiftly to client needs and requirements. It is a challenging environment that seeks intelligent, energetic, self-motivated individuals who are achievement-oriented and have high integrity.  The firm’s strategy is to continue to grow, serving a widening global constituency of nonprofits, especially in the sectors of higher education, academic healthcare, independent schools, arts and culture, and selected institutions in human services, and national and global charities.

The primary mission of GG+A is to assist its clients in the substantial improvement and acceleration of their fundraising programs.  It seeks to align those programs with the institution’s core mission and ensure their sustainability.

Apply for this Position
* Required fields
First name*
Last name*
Email address*
Location
Phone number*
Resume*

Attach resume as .pdf, .doc, .docx, .odt, or .rtf (limit 5MB) or paste resume

Paste your resume here or attach resume file

Cover Letter*
What’s your highest level of education completed?*
Desired salary*
In 150 characters or fewer, tell us what makes you unique. Try to be creative and say something that will catch our eye!*