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in Chicago, IL
Executive Assistant
Hours | Full-time, Part-time |
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Location | Chicago, IL Chicago, Illinois |
About this job
Essential Duties and Responsibilities:
A.Board and Committee Activities (70%)
Maintainindividual files/records for DANB and DALE Foundation board, committee, andcouncil members containing current contact information, participationagreements, and other documents such as committee interest forms. Follow up with all board, committee, andcouncil members to obtain forms that are late in being submitted
Atthe direction of the Director, Executive and Strategic Projects, update officialDANB and DALE Foundation documents such as Bylaws and other policy documents basedon Board of Directors and Trustees action
DistributeDANB and DALE Foundation Board Assessment Surveys and DANB and DALE Foundation BoardDirector Self-Assessment Surveys (all via SurveyMonkey), aggregate responsedata, and provide report to the Director, Executive and Strategic Projects forreview; the Director, Executive and Strategic Projects will share theseaggregated results for the two surveys with the DANB Board Chair and DALEFoundation President, respectively, each who will determine how and what todisseminate to the full Board
Correspondwith board, committee, and council members about their reimbursements,allowances for technology and professional development, and other topics asrequired
Researchhotel options and prepare comparative tables for DANB Winter Board meetings,and for Board committee and council meetings as needed
Researchand plan social activities for board members during meeting weeks
Managetime logs for DANB and DALE Foundation Board member compensation
AssistExecutive department and other staff leaders with the creation of reports andagenda materials for DANB Board of Directors and DALE Foundation Board ofTrustees meetings, and committees/task forces for which the Executive Directoris the staff liaison
Prepare,organize and package materials for both DANB and the DALE Foundation Boardmeetings in multiple formats (electronic, print, etc.)
AttendBoard meetings for both DANB and the DALE Foundation (in-person and byconference call/webinar) for the purpose of drafting meeting minutes andsummaries
Draftmeeting minutes for DANB Board of Directors and the DALE Foundation Board ofTrustees meetings, and at the direction of the Executive Director, draftsummaries any Board committee or task force to which the Executive Director isstaff liaison
UpdateBoard Action Item documents for both organizations, based on meeting minutesand summaries
Preparefor and ensure smooth logistical execution of new Board Director/Trusteeorientation for DANB and the DALE Foundation
UsingDANB s/DALE Foundation s Volunteer and Staff Travel Policy, review and approveexpense vouchers for meetings of DANB Board of Directors and DALE FoundationBoard of Trustees and all committees/task forces of these boards for which theExecutive Director is the staff liaison; manage spreadsheet to encouragecompliance with policy to process such vouchers within 30 days of each meeting
Processvouchers for reimbursement of Board professional development and IT allowances,and assist the Finance Manager in tracking use of these allowances byindividual DANB and DALE Foundation Board members
Managetime logs for DANB and DALE Foundation Board member compensation
B.Research and Administrative Support Activities (30%)
Researchtopics identified by the Director, Executive and Strategic Projects
Writereports on topics identified above, as directed
Provideadministrative support to the Director, Executive and Strategic Projects forvarious internal, operational projects as well as external-facing activities ofthe Executive Director (e.g. Infection Control Consortium, annual reports tothe ADA s Councils and Commissions, etc.)
Workwith director-level staff to gather and update documents to be used inapplications or renewals for national accreditation/approval of DANB and DALEFoundation programs (e.g., ISO17024, NCCA, ICE, ADA CERP, AGD PACE)
Organize,catalog, and maintain existing historical ADAA (DANB s parent organization) andDANB and the DALE Foundation board and board committee documents in DANB soffice library
Organizeand maintain journal and archival materials in DANB s office library
Developa plan to scan and organize all archival documents for electronic storage, andbegin scanning and organizing upon approval of the Director, Executive and Strategic Projects
Maintaindocument e-storage for DANB and the DALE Foundation according to protocol
Makephone calls and write letters/e-mails as requested
Performmonthly bank reconciliations for DANB and the DALE Foundation
Performmonthly reconciliation of Pearson VUE testing services invoices
Assistthe Executive team and DANB and DALE Foundation staff Directors in respondingto Requests for Proposal (RFPs) received by DANB or the DALE Foundation fromoutside entities
Developand maintain SOPs related to Executive administrative functions
Organizeand maintain files for this position
Maintain conflict-free calendar, ensuring that Board committees, Examprogram committees and staff meetings do not overlap (unless there is no overlapof board members or staff liaisons on committees meeting at overlapping times)
Placeorders for publications and renew membership in professional associations onbehalf of and at the direction of the Executive Director
Providelogistical support for internal staff meetings including analyzing staffschedules, booking resources and ordering lunch.
Workwith Director, Executive and Strategic Projects to coordinate communicationbetween both organizations and among departments, to assist in projectmanagement function.
Makerecommendations for continuous quality improvement of policies and proceduresand perform other tasks, as required
Performother duties as required
Educationand/or Experience:
Bachelor sdegree required
Stronganalytical skills and project management experience preferred
Minimum5 years of work experience serving Executive level or C-level professionals ina related field preferred
Job Knowledge, Skills and Abilities:
- Excellentwritten and verbal communication skills (especially writing)
- Excellentorganizational skills
- Proficientin Microsoft Office Suite
- Proficientuser of Adobe Acrobat Pro
- Abilityto prioritize and manage projects; deadline-oriented
- Stronganalytical and problem solving abilities
- Peopleskills and professional demeanor
- Abilityto synthesize diverse information from many sources
- Ability tomanage confidential information with a high degree of discretion
- Thoroughwith strong attention to detail
- Abilityto work as part of a team
TrainingRequirements:
Certelligence (AMS/CRM) database
Physical Demands:
- Requiredto sit and/or stand for long periods of time.
- Able tolift and carry boxes and other bulky items weighing 20 lbs.
WorkEnvironment:
- Workperformed in an office environment
- Sometravel required