Executive Assistant (Part-Time; 18 Hour/Week)

Caris Pregnancy Counseling and Resources • Part-time • Chicago, Illinois, United States • $35 - $40 / hour • 3m ago

ABOUT CARIS

Caris is an apolitical faith-based nonprofit pregnancy counseling organization, and a beacon of light in the Chicagoland region. Our mission is to see women and children thrive during and after unplanned pregnancy.

Our approach is unique: we serve by grace with love no matter what decision is made. We trust God to do the work that we are incapable of doing in our own strength. We provide professional counseling to women experiencing an unplanned pregnancy, and we also connect women to valuable resources and to various communities of support. All services are donor supported and as a result are FREE to the women and families that we serve. Services include professional counseling, support groups, workshops and a community of resources.

OPPORTUNITY SUMMARY

The Executive Assistant to the Board, Executive Director/CEO is responsible for providing comprehensive support to the Executive Director/CEO, Board of Directors and Associate Board and coordinates activities with members of the Senior Leadership Team (SLT) and manages the executive office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and great discernment. This will be a great role for someone who has Account Executive experience.

The Executive Assistant must exemplify a committed and consistent walk of Faith and dependence on Jesus and have a personal calling to Ministry and to the specific mission and vision of Caris. The Executive Assistant must also be in full alignment with the grace-filled approach and our Statement of Faith.

REPORTS TO

Executive Director/CEO

QUALIFICATIONS & EXPERIENCE

Bachelor’s Degree (BA or BS) in Business Administration, Operations, Marketing, or related field. (Required)
7-10 years of administrative experience; Executive Assistant experience.(Preferred)
Nonprofit/Board experience (Preferred)
Expert proficiency with Microsoft Office 365/Teams/SharePoint, Canva, Adobe, Database(s); ability to design and edit graphic presentations and materials .(Preferred)
Technical proficiency and problem-solving skills related to donor relations and database management. (Preferred)
Strong verbal and written communication skills; copy editing skills. (Required)
Exceptional organizational skills and impeccable attention to detail. (Required)
Ability to coordinate travel arrangements, appointments, reservations, etc. (Required)
Time management skills to make appropriate, informed decisions regarding priorities. (Required)
Ability to complete a high volume of tasks and projects with little or no guidance. (Required)
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. (Required)
Ability to maintain a high level of integrity and discretion in handling confidential information. (Required)
Self-directed individual who is a team player.
Strong ability to execute work with diversity, equity, and inclusion lens.

WORK ENVIRONMENT/CONDITIONS/PHYSICAL REQUIREMENTS
This position may require working evenings and weekends to meet project deadlines, attend events, and complete position responsibilities.

Work is usually performed in an indoor office environment with long periods at a desk. Environment is subject to constant work interruptions. Employees may work under the stress of continual client and/or inter‐departmental contact and pressure to meet deadlines.

Caris Pregnancy Counseling and Resources office is the primary work location for this position; and is a smoke-free and drug-free environment. Work is to be conducted primarily from the Chicago loop location.

RESPONSIBILITIES

Provide coordination and clerical support to SLT, The Board of Directors & Associate Board, and all related committees.
Perform all tasks associated with meeting communication and set up, including but not limited to timely communication of all applicable information to expected attendees, creating and confirming meetings, printing all required documents, reserving and setting up meeting area, and ordering meals for meeting attendees.
Serve as the primary point person for donor relationship management (CRM) system (donor database) in coordination with development, marketing and accounting staff; enter donations, produce acknowledgements, create/run reports and reconcile donations received with the accounting department.
Prepare reports assigned by collecting and analyzing information.
Provide support to and serve as a liaison between the information management systems (IMS) coordinator/consultant, document solutions vendor(s) and other administrative/office supply vendors, scheduling service calls. ordering supplies and equipment as needed and ensuring that information is secure and backed up.
Design and edit graphic presentations and materials.
Assist the SLT team with the execution of special events and other fund development tasks.
Maintain archives and provide historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
Donor touchpoint management and communication for all constituents.
Maintain Executive Director/CEO schedule by planning and scheduling conferences, teleconferences, and travel. Assist Executive Director/CEO with management of daily meeting calendar.
Identify administrative process deficiencies or inefficiencies and make recommendations for improvement to the Executive Director/CEO.
Provide communication, coordination, and clerical support to the Executive Director/CEO and perform other duties as assigned by the Executive Director/CEO.
Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications and establishing personal networks
Routinely research, maintain industry data and trends: critical industry issues/challenges/occurrences.
Work closely with the Executive Director/CEO on telephone, email and message management by responding to inquiries as directed.
Take accurate meeting notes during meetings assigned. Compiles organize and finalize meeting notes and print.

Job Type & Hourly Pay

Part-Time; 18 hours / week
$35-$40 per hour

Benefits:

PTO
EAP (Employee Assistance Program Benefits) i.e., 24/7 free counseling, discounted legal fees, etc.

Schedule:

Minimum Mandatory Hours: Monday & Thursday from 8:30am-5:30pm
Additional Hours: Evenings & Weekends, as needed basis

Education:

Bachelor’s Degree (BA or BS) in Business Administration, Operations, Marketing, or related field.

Ability to Commute:

Loop Office - Chicago, IL 60602 (Required)

Work Location:

In-Person Only (No remote hours available currently)

WHO WE ARE

We are Christ Followers living on a mission.

We are a source of support and serenity for hundreds of women each year. We provide support to women regardless of their pregnancy decision.

We are a safe place.

We are nimble and adaptable in our approach to service—one size doesn’t always fit all. We are innovative, contemplative, and Christ-honoring in all that we do.

WHO WE ARE NOT

We are not political; we do not engage in political arguments or debates.

We are not judgmental; women are not shamed or judged when they come through our doors.

We are not the end of the road; we aim to walk with and support women and children on their journey until the child turns age five.

WHO WE ARE LOOKING FOR

A Christ Follower.

Someone committed to seeing women and children thrive.

Someone who understands how issues of race, class, and societal injustices can play a role in a woman’s pregnancy decision.

Someone who is committed to pursuing justice and truth on behalf of the women, children, and families that we serve.

Someone who is flexible, teachable, and willing to serve. Someone who is willing to take initiative and decisive action.

Job Type: Part-time

Pay: $35.00 - $40.00 per hour

Expected hours: 18 per week

Benefits:

Paid time off

Schedule:

Day shift
Weekends as needed

Education:

Bachelor's (Required)

Experience:

Executive Assistant: 7 years (Required)

Language:

English (Required)

Location:

Chicago, IL 60602 (Required)

Shift availability:

Day Shift (Required)

Ability to Commute:

Chicago, IL 60602 (Required)

Ability to Relocate:

Chicago, IL 60602: Relocate before starting work (Preferred)

Work Location: In person

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