Reporting directly to the Chief Operating Officer (COO), the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the COO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and internal/external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a mission and results driven environment that focuses on supporting the larger community needs. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Completes a broad variety of administrative tasks for the COO including: managing a calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the COO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the COO's time and office.
Communicates directly, and on behalf of the COO, with Board members, donors, staff and others, on matters related to COO's programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the COO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with management staff.
Works closely and effectively with the COO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the COO, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the COO's ability to effectively lead the organization.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Senior Management Liaison
Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings and attending all meetings.
Assists in coordinating the agenda of Leadership Team meetings and off-sites, and all staff meetings.
Facilitates cross-divisional coordination of travel and outreach plans.
Communications, Partnerships, and Outreach
Ensures that the COO's bio is kept updated and responds to requests for materials regarding the COO and the organization in general.
Edits and completes first drafts for written communications to external stake holders.
Acts as a "barometer," having a sense for the issues taking place in the community and keeping the COO updated.
Strategic Initiatives / Fundraising
Works with the Development team in coordinating the COO's outreach activities.
Follows up on contacts made by the COO and supports the cultivation of ongoing relationships.
Edits all, and creates acknowledgement letters from the COO to donors.
Other duties as assigned.
Bachelor's degree required.
Strong work tenure: 2 to 4 years of experience supporting C-Level Executives, preferably in a
Experience and interest in internal and external communications, partnership development, and fundraising.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
For almost 40 years, the Chinese American Service League (CASL) has served people of all ages and backgrounds: Providing an educational and cultural foundation for our children, ensuring our seniors live full and independent lives with dignity, enhancing education and training for tomorrow’s workforce, strengthening families while honoring cultural heritage, and securing our communit...y's financial well-being, to almost 12,000 Chicago area residents annually.
CASL Programs and Services Include:
Children and Youth Development: This focus area provides children with the necessary skills to succeed at school while supporting families in their efforts to transition into American culture. It consists of five programs for children 0-18 years old: 1) Family and Learning Resource Center, 2) Early Childhood Education Center, 3) After School Program for Grade, Middle and High Schoolers.
Employment and Financial Empowerment: This focus area improves family financial and housing security through five key areas within a HUD certified program: 1) Adult Employment Program, 2) Chef Training Program, 3) Title V Senior Community Service Employment Program, 4) Housing Counseling, 5) Financial Literacy and Coaching.
Senior Wellness and Independence: This focus area impacts the mental and physical health of community seniors, encouraging them to live healthy, happy, independent and engaged lives through four key areas: 1) Adult Day Service, 2) In-Home Service, 3) Pine Tree Senior Council, 4) Evidence-Based Workshops
Community and Family Well-Being: This focus area impacts the stability of the community and family by offering foundational services that safeguard basic needs through the following seven key areas: 1) Immigration
Services, 2) Healthcare Outreach and Coordination, 3) Case Management, 4) Public Benefits Assistance, 5) Probono Legal Clinic, 6) Community Participatory Research, 7) Advocacy
Cup of Tea: Weekly Saturday meet-ups held for learning and practicing conversational English.