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Shedd Aquarium
Senior Executive Assistant
SUMMARY: Reporting to the Senior Director, Office of the President & Board Relations, the Senior Executive Assistant, Office of the President & CEO is responsible for providing executive support to the President & CEO, while also providing operational support to the Board of Trustees and the Administration Department/Office of the President.
This person is a highly skilled career executive assistant and project manager known for their exceptional organizational abilities. As a diplomat, they navigate complex situations with grace, ensuring smooth interactions among all stakeholders, such as donors; city, state and federal officials; community partners; media; Board of Trustees, staff, volunteers, etc. Their problem-solving skills are top-notch, consistently finding innovative solutions to challenges. With outstanding communication skills, they convey information clearly and effectively while maintaining confidentiality and professionalism. They uphold the highest standards of decorum and approach every situation with a positive attitude. They are also passionate about Shedd Aquarium’s mission, bringing this enthusiasm to their professional role.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Executive Support (80%)
- Provide sophisticated calendar management for President & CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Complete a broad variety of administrative tasks that facilitate the President & CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents such as board presentation materials, executive summaries of reports, and talking points/speeches; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
- Work closely with the President & CEO to keep them well informed of and prepared for upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
- Provide high-level administrative and project management support to the Senior Director of the Office of the President & Board Relations to enhance the overall efficiency and effectiveness of the Office of the President, such as: planning and drafting Board of Trustees communications; supporting the preparation of Board and committee meeting materials; implementing Trustee stewardship; documenting department SOPs, etc.
- Provide event management support as requested.
- Manage sensitive matters with a high level of confidentiality and discretion.
- Full schedule flexibility required. This role requires full schedule flexibility, as the Senior Executive Assistant will need to adapt to the President & CEO's dynamic schedule. The position involves working both on-site and remotely as needed, with work hours and location dependent on the CEO's demands and commitments. Candidates should be prepared for a flexible schedule to effectively support the Office of the President.
- Management (10%)
- Supervise the Board Coordinator responsible for board meeting and event logistics planning and execution and provides behind-the-scenes administrative support to matters related to the Board of Trustees.
- Operations Support (10%)
- Foster an Executive Assistant (EA) cohort as a center of excellence for administrative support within the organization. This group will be a place for EAs to share and compare best practices, standardize and streamline administrative organizational processes where appropriate, discuss the unique challenges of supporting Executives, and explore ways to best support their principal and make the Executive/Assistant team as dynamic as possible and in the process enhancing the Executive’s productivity.
- Provide operational support to the department such as process and distribute daily mail, coordinate travel arrangements, prepare monthly credit card reconciliations, represent the department on cross-functional working groups, and provide hospitality to all guests and help to create a welcoming environment.
- Other duties as assigned for the overall benefit of the organization.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education
- Bachelor’s Degree, or relevant experience accepted in lieu of a degree.
Experience
- Strong work tenure: five to seven years of experience supporting Executives, preferably in a non-profit organization.
- Experience managing at least one direct report.
- Several years of experience in project/event management, with experience coordinating with external vendors/executive partners.
- Proficient in Microsoft Office (Outlook, Word, Excel, Teams, and PowerPoint).
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential.
- Expert verbal and written communication skills.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Ability to break complex ideas down into simple visualizations or summaries; ability to design and edit graphic presentations and materials.
- High degree of professionalism combined with very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, community leaders, and donors.
- Highly resourceful team player with the ability to complete a high volume of tasks and projects with little or no guidance and make appropriate, informed decisions regarding priorities and available time.
- Ability to switch gears at a moment's notice and to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Proactive forward-looking thinker, who actively seeks opportunities and proposes solutions.
- Comfort level holding others accountable for deadlines and negotiation/priorities.
- Calm and collected demeanor.
- Commitment to Shedd Aquarium's mission.
BENEFITS WORKING AT SHEDD:
- Medical Insurance
- Vision and Dental Insurance
- Paid Holidays
- Life Insurance
- Employee Assistance Program
We strongly encourage people of color, LGBTQ+ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team.
If you need a reasonable accommodation at any point in the application or interview process, please let us know. In your application, please feel free to select which pronouns you use (For example – she/her/hers, he/him/his, they/them/theirs).
Shedd Aquarium
1200 S Dusable Lk Shr Dr
Chicago, IL 60605