SUMMARY: Reporting to the Senior Director, Office of the President & Board Relations, the Senior Executive Assistant, Office of the President & CEO is responsible for providing executive support to the President & CEO, while also providing operational support to the Board of Trustees and the Administration Department/Office of the President.
This person is a highly skilled career executive assistant and project manager known for their exceptional organizational abilities . As a diplomat, they navigate complex situations with grace, ensuring smooth interactions among all stakeholders, such as donors; city, state and federal officials; community partners; media; Board of Trustees, staff, volunteers, etc. Their problem-solving skills are top-notch, consistently finding innovative solutions to challenges. With outstanding communication skills, they convey information clearly and effectively while maintaining confidentiality and professionalism. They uphold the highest standards of decorum and approach every situation with a positive attitude. They are also passionate about Shedd Aquarium’s mission, bringing this enthusiasm to their professional role.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Executive Support (80%)
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Complete a broad variety of administrative tasks that facilitate the President & CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents such as board presentation materials, executive summaries of reports, and talking points/speeches; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
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Work closely with the President & CEO to keep them well informed of and prepared for upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
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Provide high-level administrative and project management support to the Senior Director of the Office of the President & Board Relations to enhance the overall efficiency and effectiveness of the Office of the President, such as: planning and drafting Board of Trustees communications; supporting the preparation of Board and committee meeting materials; implementing Trustee stewardship; documenting department SOPs, etc.
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Full schedule flexibility required. This role requires full schedule flexibility, as the Senior Executive Assistant will need to adapt to the President & CEO's dynamic schedule. The position involves working both on-site and remotely as needed, with work hours and location dependent on the CEO's demands and commitments. Candidates should be prepared for a flexible schedule to effectively support the Office of the President.
Management (10%)
Operations Support (10%)
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Foster an Executive Assistant (EA) cohort as a center of excellence for administrative support within the organization. This group will be a place for EAs to share and compare best practices, standardize and streamline administrative organizational processes where appropriate, discuss the unique challenges of supporting Executives, and explore ways to best support their principal and make the Executive/Assistant team as dynamic as possible and in the process enhancing the Executive’s productivity.
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Provide operational support to the department such as process and distribute daily mail, coordinate travel arrangements, prepare monthly credit card reconciliations, represent the department on cross-functional working groups, and provide hospitality to all guests and help to create a welcoming environment.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education
Experience
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Proficient in Microsoft Office (Outlook, Word, Excel, Teams, and PowerPoint).
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High degree of professionalism combined with very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, community leaders, and donors.
BENEFITS WORKING AT SHEDD:
We offer competitive compensation packages and opportunities for professional growth within our organization.
- Medical Insurance
- Vision and Dental Insurance
- Accrued Paid Time Off
- Paid Holidays
- Life Insurance
- Parental Leave
- Employee Assistance Program
- Employee discounts
Reasonable Accommodations
Shedd Aquarium is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodations for any part of the employment process, please email us at jobs@sheddaquarium.org.
We strongly encourage people of color, LGBTQ+ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team.
