Executive Assistant to Founder and Vice President
Executive Assistant to Founder and Vice President
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$ 75000 - 80000
1 Vacancy
Job Description
Executive Assistant to Founder and Vice President
Location: Remote U.S. Chicagoland area Preferred
Department: Executive
Employment Type: FT
Minimum Experience: Experienced
The mission of the IFS Institute (IFSI) is to bring more Self leadership to the world. IFS (Internal Family Systems) is a transformative evidencebased psychotherapy based on the view that the mind is naturally multiple and that we all have a core Self that cant be damaged and that knows how to heal.
The IFS Institute provides training for professionals individuals and organizations globally an annual conference a practitioner directory for those looking for IFS trained providers and a growing number of online courses books and other resources.
Our goal is to create learning and development environments and a community that teach and support the internal welcoming of parts that have been exiled shamed or marginalized within our systems so that they may be seen heard valued and ultimately healed. Building and supporting a diverse workforce and community is foundational to this goal and we are a committed equal opportunity employer.
To learn more about our growing organization view a few of our introductory IFS videos.
Position Summary
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the Founder and Board Member of IFSI and the CoFounder and Board Member of IFSI. This role will report to the Director of Marketing and Communications.
This role requires a dynamic individual who can seamlessly manage both professional and personal tasks for this couple who hold important leadership roles in a growing global organization. The ideal candidate will possess exceptional communication and organizational skills strong attention to detail and the ability to handle sensitive and confidential information with discretion.
The ideal individual must be creative and enjoy working within a small growing entrepreneurial environment that is missiondriven resultsdriven and community oriented. The Executive Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and requests and confidential matters with discretion.
Key Responsibilities
- Email Management: Monitor prioritize and respond to emails on behalf of the Founder and Vice President ensuring timely communication and followup.
- Planning Calendars and Scheduling: Plan and manage complex calendars scheduling meetings and appointments speaking engagements workshops and other events performing gatekeeper role to create winwin situations for access to time. Ensure Founder and Vice President are informed and prepped in advance of all upcoming commitments speaking engagements and responsibilities.
- Travel Coordination: Organize travel itineraries including flights accommodations and transportation ensuring all logistics are handled efficiently and accurately.
- Expense and Financial Tracking: Track expenses and revenues prepare reimbursement requests and maintain and organize all financial records related to all executive activities.
- External Representation: Represent the Institute Founder and Vice President in communication and engagement with external partners and other stakeholders. Prioritize and follow up on issues related to external stakeholders determining approach course of action referral or response.
- Event Preparation and Attendance: Support specific events/workshops/initiatives by attending planning meetings taking notes tracking next steps and prepping/supporting Founder and Vice President as needed as planning continues and events are held. Where needed attend events to support logistical as well as organizational needs.
- Communication Support: Ensure that bios are updated and respond to requests for materials regarding the Founder Vice President and/ or organization as needed. Edits and completes first drafts of written communication to external stakeholders as needed.
- Event Prioritization and Coordination: Collaborate with Founder Vice President and internal stakeholders for reviewing legal and financial aspects of contracts booking appearances at conferences workshops and other events.
- Internal Communication: Serve as liaison between the Founder Vice President CEO and other internal stakeholders facilitating clear and effective communication including regarding sensitive and/or confidential issues.
Personal Support
- Tax and Financial Coordination: Assist in coordinating tax preparation and financial planning by identifying and liaising with qualified professionals as well as basic record keeping including tracking invoices and expenses.
- Personal Errands: Assist with various personal errands and tasks as needed ensuring the couples professional lives run smoothly.
Skills and attributes
- Highly motivated and proactive with a strong sense of initiative.
- Detailoriented and meticulous in execution.
- Friendly and approachable with a positive attitude.
- Ability to exercise good judgment and perform diverse advanced and confidential administrative functions.
- Ability to learn and adapt to new ways of doing things.
- A history of proposing innovative ideas and communicating those ideas effectively
- A strong attention to detail and high level of accuracy.
Role requirements
- Five to ten years of experience as an executive assistant supporting highlevel executives or business owners.
- Bachelors degree.
- Excellent interpersonal skills and the ability to build relationships across diverse stakeholders partners and communities.
- Exceptional organizational skills and the ability to manage multiple tasks and priorities effectively and meet deadlines in a fastpaced environment.
- Strong written and verbal communication skills with professional demeanor.
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other relevant software. Experience with Asana is preferred.
- Discretion and confidentiality in handling sensitive information.
- Ability to work independently and as part of a team demonstrating flexibility and adaptability. Forward looking thinker who actively seeks opportunities and proposes solutions.
- Familiarity with Chicago and the surrounding area is preferred.
- Highly organized strong communicator and DEI advocate.
IFS Institute is an Equal Opportunity Employer and does not discriminate based on any characteristic protected by local law.
If you require reasonable accommodation for any part of the application or hiring process due to a disability you may submit your request by sending an email and confirming your request for an accommodation and include the job number title and location to.
This option is reserved for individuals who require accommodation due to a disability. Information received will be processed by our U.S. IFS Institute HR Department who will provide assistance to ensure appropriate consideration in the application or hiring process.
Notice to Agency and Search Firm Representatives: IFS Institute is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any IFSI employee by a thirdparty agency and/or search firm without a valid written & signed search agreement will become the sole property of IFS Institute. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral. Thank you.
Required Experience:
Senior IC
Employment Type
Full-Time
