EXECUTIVE ASSISTANT

Description

Girl Scout Mission: Girl Scouts of Central Illinois offers professional opportunities for talented, forward-thinking individuals who share our vision of helping girls and young women change the world for the better.

This position is a full-time exempt, benefit eligible position, including: medical, dental, life, long-term disability, EAP, 12 paid holidays a year, 3 weeks of vacation, 40 hours of personal time, and 7.3 hours of accrued sick time each month. Additionally, we offer a 403b Retirement plan and up to 3% match after 1 year, 6 weeks paid parental leave after 1 year, and the option to enroll in many other supplementary benefits. We offer a casual work environment and the week between Christmas and New Years off! We also offer 2 days work from home (not including February and March) after 6 months of employment.

Position Summary: Reporting to the CEO, the Executive Assistant provides a variety of administrative, and staff support to the organization, including the Chief Executive Officer, Board Chair, and Board Committee Members, in a confidential, accurate and timely manner. 

Responsibilities

Support the Chief Executive Officer:

Responsible for the smooth operation of the CEO office, serving as the point of contact between the CEO, staff and external partners. Coordinate scheduling, travel arrangements and internal and external meetings. Assist in planning Council programs and staff events as requested. Prepare correspondence, reports, presentations and other documents, ensuring accuracy, timeliness and professionalism. Assist with special projects and provide research and information to support decision-making. Handle sensitive information with discretion and integrity. Develop and maintain strong relationships with donors, volunteers and council staff.

Support the GSCI Board of Directors and Board Committees:

Manage all documents related to the Board of Directors, including coordinating, compiling and distributing Board and Committee meeting agendas, minutes, and supporting materials. Prepare and attend quarterly Board Meetings and Committee meetings as requested, taking minutes and following up on requested items. Prepare and produce correspondence, emails and reports for the officers of the board of directors, board committees, and task forces in accordance with established procedures. Assist with planning the Annual Meeting, Community Focus Groups, leadership retreats and other activities initiated by the Board of Directors. Responsible for archiving and maintaining the retention system for the Council including board committees and task group documents. Develop and maintain strong positive relationships with all Board and Committee members.

Support work related to Girl Scouts of the USA and the National Council:

Help ensure GSCI is in good standing and meeting charter obligations. Assist with National Delegate recruitment and education.

Provide administrative and data support to the Fund Development Department:

Utilize Network for Good software to provide reports to fund development team.  Process acknowledgement letters, pledge reminders, updating donor profiles and other administrative tasks as needed.

Requirements

Employment Requirements:

• Believe in the mission of Girl Scouting with the ability to communicate the mission to others.

• Provide exceptional customer service and assistance to all stakeholders.

• Be at least 21 years of age.

• Ability to pass a criminal and background check.

• Good character, integrity, adaptability, patience, sense of humor, and enthusiasm.

• Team player with excellent customer service skills.

• Computer experience with proficiency in Microsoft Office Products.

• Ensure diversity and pluralism is embraced and incorporated into the work of the council.

• Be Familiar with safety rules and regulations and take reasonable steps to ensure own health and safety, and that of others.

• Interpret and support GSUSA and council policies and standard procedures.

• Uphold the code of conduct as outlined in the Employee Handbook.

• Represent the organization professionally and uphold the Girl Scout Promise and Law.

Position Requirements:

• Bachelor’s Degree Preferred; equivalent experience considered.

• Minimum of three years’ experience supporting senior level management.

• Experience with Customer Relationship Management software preferred.

• Strong planning and organizational skills.

• Professional writing and verbal communication skills.

• Ability to work in a team environment.

• Ability to maintain accurate records.

• High degree of self-initiative skills required.

• Ability to work a flexible schedule including evenings and weekends; occasional overnights may be required.

• Proficiency in preparing for and managing virtual meetings, with the ability to utilize web-based survey tools.

• Have reliable transportation for travel throughout the council. Valid Driver’s license and auto insurance required.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.  Speaking on phone, and video meetings.

• Must be able to lift 20 pounds at times.

• Driving, walking, standing, bending, stooping, reaching, and moderate lifting. 

• Occasional exposure to seasonal weather conditions.