Executive Assistant

Robert Half - Naperville Park District, IL

Full-time - Mid Level

Naperville Park District, IL

Administrative and Support Services

About the position

We are offering an exciting opportunity for an Executive Assistant in Naperville, Illinois. In this role, you will be responsible for providing comprehensive support to the President & CEO and Board of Directors, along with the Senior Leadership Team when needed. You will be expected to manage a sophisticated calendar, coordinate meetings, and handle administrative tasks. This is a direct permanent, hybrid position. As an Executive Assistant, you will play a crucial role in ensuring the smooth operation of the executive office by managing and prioritizing the President & CEO's calendar, handling conflicts, and making judgements to ensure smooth day-to-day engagements. You will also prepare for upcoming meetings, conferences, and presentations by anticipating the President & CEO's needs, and coordinate and handle logistics for Board meetings, events, and annual retreats. Additionally, you will assist with special projects and prepare complex documents, reports, and presentations. Serving as a liaison and providing support to the Board of Trustees and their assistants will also be part of your responsibilities. You will maintain accurate records of Board member details and coordinate the communication of annual conflict of interest disclosure documentation. Furthermore, you will coordinate Executive meetings including scheduling, logistics, materials, and minutes, as well as coordinate Senior Leadership Team and Leadership Team meetings including agendas, material management, and logistics.

Responsibilities

• Manage and prioritize the President & CEO's calendar, handling conflicts and making judgements to ensure smooth day-to-day engagements
• Prepare for upcoming meetings, conferences, and presentations by anticipating the President & CEO's needs
• Coordinate and handle logistics for Board meetings, events, and annual retreats
• Assist with special projects and prepare complex documents, reports, and presentations
• Serve as a liaison and provide support to the Board of Trustees and their assistants
• Maintain accurate records of Board member details and coordinate the communication of annual conflict of interest disclosure documentation
• Coordinate Executive meetings including scheduling, logistics, materials, and minutes
• Coordinate Senior Leadership Team and Leadership Team meetings including agendas, material management, and logistics.

Requirements

• Minimum of 5 years of experience as an Executive Assistant or similar role
• Proficiency in Cisco Webex Meetings for organizing virtual meetings and conferences
• Experience with Concur for managing expenses and invoices
• Exceptional calendar management skills, including the coordination of complex executive meetings
• A minimum of a Bachelor's degree highly preferred
• Experience in coordinating and setting up conference calls
• Ability to handle correspondence with professionalism and discretion
• Experience in supporting C-Suite executives
• Proven track record in book travel arrangements and arranging travel itineraries
• Ability to prepare presentations using standard office software
• Experience in meeting preparation, including agenda setting and materials preparation.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan