Job Description
JOB SUMMARY
The Executive Assistant (EA) position serves primarily as a key administrative lead to the office of the President/Chief Executive Officer, secondarily providing support to the Chief Administrative & Equity Officer. This role provides direct, daily support to the President/CEO. Acts as a point of contact between the President/CEO and external & internal stakeholders. Manages and prioritizes the President/CEO’s calendar, engagements, and events, ensuring best use of the President/CEO’s time and office resources. Reviews external/internal communications, monitors information flow, oversees key meeting/event preparation and special project management.
KEY DUTIES AND RESPONSIBILITIES
The duties and responsibilities listed below are representative of the knowledge, skills and/or abilities required to successfully perform this job. Duties may include, but are not limited to:
- Serves as a key administrator to the President/CEO and Executive Leadership Team (ELT)
- Manage information flow in a timely and accurate manner to ensure consistent communication and ensuring involvement or decision-making at the proper time.
- Maintains President/CEO files, contact lists, and civic board involvement
- Drafts/formats letters, emails, reports, and other correspondence on behalf of the ELT
- Collaborating with marketing department, elevate President/CEO’s profile on social media platforms (e.g., LinkedIn), as needed
- Collaborates with Resource Development team on VIP inquiries for comp tickets and event access
- Manage executives’ calendars, primarily the President/CEO
- Prepares documentation and presentations for meetings
- Attends meetings and takes minutes
- Screens and directs phone calls and distributes correspondence
- Makes travel and accommodation arrangements
- Tracks daily expenses and prepare weekly, monthly, or quarterly reports
- Creates and maintains efficient systems and processes to streamline operations
QUALIFICATIONS
The minimum level of knowledge, skills, and/or abilities required for this role include:
PREFERRED EDUCATION
* Requires a Bachelor’s Degree in business administration, communications, management, marketing, or a similar field.
PREFERRED EXPERIENCE
* 8+ years’ executive support, personal assistant, managerial experience, or similar roles.
ADDITIONAL QUALIFICATIONS
- Must work on-site at Navy Pier.
- Must be able to work flexible hours, including early mornings, nights, weekends, and holidays, as necessary
- Experience supporting multiple executives
- Problem solving and troubleshooting experience
- Excellent written and oral communications skills
- Excellent MS Office knowledge, especially Microsoft Outlook and PowerPoint
- Discretion and Confidentiality
- Outstanding time management and organizational skills
- Strong relationship building
WORK ENVIRONMENT
Requires the ability to work extended (long hours) during a normal work week. Must be able to work nights, weekends, and holidays as necessary and required. Work is primarily performed in a normal office environment. Since work is sometimes performed outdoors in varying weather conditions, must be able to tolerate extreme temperatures or inclement weather.
*Navy Pier values a diverse workforce and considers applicants for all positions without regard to race, color, religion, sex, national origin, age, marital or veteran status, disability, or any other legally protected status. Navy Pier, Inc. is a drug-free workplace.
Job Tags
Full time, Flexible hours, Night shift, Early shift,