Executive Administrative Assistant

    • Job Tracking ID: 512830-674028
    • Job Location: Chicago, IL
    • Job Level: Any
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: March 13, 2019
    • Years of Experience: Not Applicable
    • Starting Date: ASAP
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Job Description:

Job Context Information

The Mission Investment Fund’s primary purpose is to support the establishment and growth of ELCA congregations, synods, and affiliated ministries. With over $700 million in assets, MIF fulfills its purpose by providing loans, income-producing investment opportunities and consultative services.

Job Responsibilities

1. Maintains the Vice President of Administration’s calendar: scheduling meetings and appointments, coordinating meeting and travel logistics, preparing pre-read and background materials, responding to invitations and coordinating with participants and planners.

2. Provides meeting support: preparing and distributing agendas and minutes, facilitating outcomes and next steps as needed, providing meeting hospitality. Schedules meetings for other leadership team members, as requested.

3. Coordinates executive communications: composing or editing documents, reports, presentations, and general correspondence; screening calls and taking messages; responding to general inquiries and requests as appropriate.

4. Supports recruiting, staff development and onboarding/offboarding logistics: tracking applications and candidate submissions; scheduling candidate interviews and assembling interview packets; preparing orientation materials and scheduling sessions; tracking staff development activities; processing workflows.

5. Manages documentation: preparing and routing items for signature; filing paper and electronic records.

6. Maintains calendar of work for administration team functions. Performs general administrative tasks (e.g. distributing mail, ordering supplies, updating staff lists, scheduling conference call reservations).

7. Other special projects and duties, as assigned.

Travel.

Minimal travel may be required.

Physical Effort.

While performing the duties of this job, the employee is regularly required to talk and hear, use hands and fingers to operate a computer and telephone. This position requires sitting for long periods of time. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Experience and Skills:

1. Bachelor’s degree or Associate degree and accredited training as an Executive Assistant. Minimum 5 years of progressively responsible experience as an administrative assistant, with at least two years as an executive assistant. Experience in the financial industry preferred.

2. High level of professionalism, proactiveness, integrity, flexibility and sound judgment while interacting with a diverse range people. Demonstrated ability to maintain the highest level of confidentiality and discretion while working with sensitive information.

3. Strong organizational and time management skills, including prioritization, planning, and meeting deadlines according to established procedures and protocol. Experience in project management a plus. Ability to assimilate new information quickly, handle multiple projects under pressure, and adjust effectively to change.

4. Excellent analytical and problem-solving skills with an attention to detail. Exceptional attention to detail and efficiency, completing tasks thoroughly and with accuracy.

5. Knowledge of general office procedures (e.g., expense reporting, invoicing, scheduling, electronic file management) and proficient with technology, including Microsoft Outlook, Word, Excel and PowerPoint.

6. Outstanding verbal and written communication skills, including business writing, editing and ensuring communications appropriate to the audience.