Executive Assistant (Full-time, onsite)

Position Highlights:

• Full-time onsite position
• Location: Evanston IL
• Competitive salary and benefits package
• Travel required up to 10%

Company Overview:

Founded in 1989 the Great Lakes Protection Fund is a not-for-profit impact investor for the Great Lakes located in Evanston Illinois. We turn bold ideas into impact by launching team-based projects that pioneer new technologies practices and financing strategies to improve Great Lakes health. You can read about our impact here.

The Fund is a unique place where you can do great work and build a better future for the Great Lakes region.

Position Overview:

The Executive Assistant is a key member of the Funds operations team. The operations team is responsible for the administrative governance and operations functions of the Fund. The Executive Assistant performs a wide variety of administrative and operational duties supporting the Executive Director Board of Directors and Fund staff. The Executive Assistant reports to the Vice President of Finance and Administration.

What You Will Be Responsible For:

Senior Management Support

• Works closely with the Executive Director providing scheduling travel and administrative support.
• Manages and prioritizes the Executive Directors calendar; assists with meeting preparation and materials; drafts correspondence; manages travel logistics; prepares expense reports; and provides other support as needed.
• Provides administrative and operational support for other GLPF staff as needed.

Board Meeting Support

• Provides administrative support to GLPF Board of Directors and its Committees including but not limited to scheduling meetings; organizing proofreading and distributing meeting materials; and preparing meeting minutes.
• Maintains board portal reference materials and board records. Serves as in-house expert on board management software.

Administrative and Operations Support

• Manages all aspects of the office including but not limited to ordering supplies; serving as liaison with building management staff; updating and communicating emergency procedures; maintaining copier and other office equipment.
• Manages vendor relationships as assigned. Assists with the processing of accounts payable and expense reporting.
• Coordinates production and distribution of the annual report.
• Drafts distributes and tracks annual member meeting materials.
• Maintains permanent corporate files.
• Serves as lead administrator on MS Office AT&T Adobe Zoom BoardEffect and other applications as assigned.
• Coordinates internal meetings.
• Supports team by drafting and reviewing documents and presentations updating document/presentation templates performing data entry and analysis scheduling meetings and other activities as assigned.

Event Management

• Plans and manages logistics of all GLPF events including venue/vendor research site visits contracts catering and audio/visual coordination.
• Coordinates all event logistics for in-person board meetings including travel arrangements for board members and staff; venue and hotel reservations; catering; audio/visual needs; tours and entertainment.
• Manages event costs including travel reimbursement and vendor expenses.
• Arranges staff board and guest travel.

What You Bring to the Role:

• Bachelors Degree or equivalent experience.
• Five years of administrative experience.
• Proficiency in MS Office.
• Excellent written and verbal communication skills.
• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines.
• Demonstrated ability to communicate directly with senior executives and Board members.
• Self-starter independent worker.
• Ability to travel to work and off-site for meetings conferences and seminars.
• Valid Drivers License.
• Ability to perform the physical duties of this job which require seeing talking and hearing as well as sitting standing walking and the use of hands.
• Ability to use standard office equipment such as computers phones and copy machines.
• Capable of lifting items up to 10 pounds.

Preferred Capabilities and Skills:

• Certification or equivalent experience in meeting planning/event management.
• Enduring sense of humor.
• Passion for the environment the Great Lakes and making the world a better place.

Compensation Benefits and Job Structure:

Applicants of all races genders and/or ethnicities are welcome to apply.

How to Apply:

Please submit your cover letter and resume through the NextGroup website. The NextGroup search team will contact you regarding the next steps.

About NextGroup:

NextGroup is Chicagolands leading executive search firm and nonprofit talent network connecting mission-driven organizations with exceptional leaders who drive impact. We customize talent solutions with our nonprofit partners recruiting permanent fractional and interim professionals across executive leadership finance development and operations.

We have a network of 10000 professionals in Chicagoland and beyond. We reject cookie-cutter approaches and instead partner with you to build human capital strategies that match your unique growth and capacity-building needs. NextGroup also provides career coaching and transition services to professionals advancing in the social impact sector.