Executive Assistant na Metropolitan Family Services

If asked to describe the culture at Metropolitan Family Services, we could do that in one word. COMMUNITY! Reflected in both our internal culture as well as through the services we provide, community is at the heart of all we do.  

Metropolitan Family Services (MFS) empowers families to learn, to earn, to heal, to thrive. Part mentor, part motivator, part advocate, since 1857, Metropolitan Family Services has been the engine of change that empowers families to reach their greatest potential and positively impact their communities. Are you looking to have an impact on more than just a company’s bottom line? Then we’d love to hear from you! 

We are currently looking to fill an Executive Assistant role at our Headquarters location in downtown Chicago. 

 SALARY: 

• The average starting salary for this position will fall in the range of $50,400 and $55,800 annually. Where candidates fall in this range will be based on skill and experience level. 

ESSENTIAL JOB FUNCTIONS

• Working independently arranges for regular constituent meetings, coordinates planning for conferences, travel and meetings with outside organizations.
• Coordinates mailings, manages electronic communications, coordinates attendance, and other tasks related to the meetings, as needed.
• Works with material frequently of a highly sensitive and confidential nature.
• Makes frequent contacts with Board, management staff, business, donors, government, and community leaders, always requiring a tactful approach and often a high degree nonjudgement.
• Coordinates arrangements and materials for Board meetings, Board Committee meetings, staff meetings, and other meetings for the Executive. Interacts with related staff and Board members. Opens, reviews, and prepares incoming mail. 
• Prepares outgoing correspondence for mailing.
• Drafts letters and develops or updates materials. Composes routine letters for the Executive May take an active role in preparing grant proposals including formatting and coordinating tables, charts and other materials.
• Using a high degree of judgement, brings a wide range of matters to the Executive for timely attention. Identifies problems and issues affecting agency operations and, program service delivery, interdepartmental work, etc. 
• Using a high degree of judgment, handles all aspects of communications related to the Executive, including visitors and telephone calls, screening, taking messages, responding to inquiries and assisting callers within area of competence.
• Types, formats, and may draft manuscripts, reports, and other key documents, frequently confidential in nature, exercising care to watch for discrepancies, inadvertent oversights, and consistency with organization procedures and practices. Attends meetings, greets attendees, and provides assistance as needed. Takes minutes at designated meetings and publicizes those minutes within the timeframe requested.
• Manages and completes expense reports for the Executive in a timely manner. 
• Provides oversight and approval of expense reports of the direct reports of the Executive.
• Maintains memberships and subscriptions for the Executive or the agency.
• Processes and ensures payment of invoices for expenses generated by the Executive or designate.
• Provides backup for the President’s Office Executive Assistant and HQ Support team.
• Other duties as assigned.

KNOWLEDGE, SKILLS, and ABILITIES: 

• Excellent skills in a wide array of computer software, including Word, PowerPoint, Lucid Chart, and Excel. 
• Excellent oral and written communications skills, including knowledge of grammar and spelling, and ability to compose documents and letters and to proofread and edit documents as needed. 
• Excellent project management and time management skills. 
• Demonstrated ability to take initiative and anticipate the needs of the Executive. 
• Ability to prioritize and meet the needs of a number of executive level staff and their direct reports. 
• Ability to work both individually and as a team member in a highly complex and face-paced environment. 
• Excellent tact, consideration, and good judgement in dealing with a wide range of the public. 
• Ability to work effectively with diverse individuals and groups. 
• Demonstrated success in increasing levels of management roles, including supervision of management staff and oversight of domestic violence service.

QUALIFICATIONS:

• Bachelor’s degree in business or related field and 2+ years of recent office experience with increasing and multiple levels of responsibility.
• OR High School Diploma or equivalent education and minimum of 5+ years of experience in secretarial work required.

ADDITIONAL REQUIREMENTS:

• Satisfactorily pass all relevant screenings and criminal background checks.

TRANSPORTATION/TRAVEL REQUIREMENTS:

• Driving for work required with a personally owned vehicle. Travel between sites required.

PHYSICAL DEMANDS

• While performing the essential duties of this job, the employee is required to sit and stand for sustained periods of time, frequently talk, hear, use hands and fingers to feel, handle, and operate objects or controls, and occasionally stand, bend, stretch, stoop, kneel and crouch. The employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, and viewing a computer terminal.

Metropolitan Family Services puts our people first with a top-of-the-line benefits package. Find out more by clicking here!

Some highlights include:

• Medical Coverage, Dental Coverage, and Vision Coverage.
• Metropolitan Family Services contributions of $2,000 to individual, and $4,000 to family, HSA accounts, pro-rated to your benefits start date.
• FREE General Medicine and Behavioral Health Teladoc services provided to all team members.
• Ascensus 401K plan services with a 4% employer match, vested at 100% on day one of eligibility.

And so much more! Make sure you click here to see the full suite of benefits offered!

• Some of the above benefits are available for part-time and temporary workers, but not all. Be sure to inquire upon your hire as to which benefits apply to you.

MORE ABOUT US:

Metropolitan is Illinois' first comprehensive human services agency and reaches more than 122,970 individuals and families in Chicago, Evanston/Skokie, the southwest suburbs, and DuPage County with services promoting education, economic stability, emotional wellness, and empowerment.  

This job description is not designed to cover nor contain a comprehensive, exhaustive
listing of duties and responsibilities, and it is expected that employees understand there
may be other duties assigned outside of the written language that appears here.

Metropolitan Family Services reserves the right to amend, add, change, and/or remove
responsibilities to meet business needs as necessary, at any time, with or without notice
to employees.