7/29/2019 Executive Assistant Part-Time Job Posting
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Offices: Chicago | Cleveland | Washington D.C.
Executive Assistant (EA) to the President and CEO
Position Posting
The Executive Assistant provides organizational and creative support to the President and
CEO (CEO) and other Cleveland staff in the Cleveland office. The EA is responsible for the
CEOs scheduling and helping to manage the CEOs workflow and project management. The
EA assists with technology and social media, speech writing, research, event planning, project
management, and visual presentations. The EA also provides support to other Cleveland staff
in grant and report writing, research, marketing, communications and website management.
Please note that this position is part-time, and requires 15-20 hours per week.When possible, the EA will work in the Cleveland office, but working remotelysometimes will be necessary and appropriate. The ideal candidate is a work-study undergraduate or graduate student.Overriding CEOs for Cities Teamwork Principle
The smaller the organization, the more important it is that team members think on their feet,
adapt quickly to shifting priorities, and do whatever it takes, regardless of role or position, to
get things done. Great CEOs for Cities team members know that when there's a problem, issue,
or project that needs help and support, to jump in to helpeven if it's not in their job
description.
Division of Responsibilities
70% Support the President/CEO
15% National and Regional Meeting Event Support
15% Additional Responsibilities
Support the President/CEO (70%)
Direct all the day to day and long-term strategic scheduling for the CEO using OutlookCalendar, and coordinate all travel logistics for CEO (in conjunction with travel
agency)Note: approximately 30-60% of the EAs responsibilities are scheduling related
in any given week.
Help organize and manage the CEOs reactive and proactive work flow - develop andmaintain an ongoing workflow management system that tracks all calls to be returned
and scheduled, meetings to be scheduled, all items that require follow up, and ongoing
and future projects
Take notes in all meetings and calls with CEO Ensure prompt and appropriate follow-up to all meetings, calls, and matters during and
7/29/2019 Executive Assistant Part-Time Job Posting
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immediately after travel for CEO
Record contact information from all business cards within 24 hours of receipt Process all travel reimbursements Assist CEO with preparation of PowerPoint presentations and speeches Occasionally travel with President and CEO or other staff if possible
National and Regional Meeting Event Support (15%)
Assist in planning CEOs for Cities local, regional , and national meetings Organize regular calls with key constituents in the event-planning process Coordinate the master timeline of planning and execution of the event (including mass
mailings, speaker briefing, program creation, and event evaluation)
Ensure that the CEO is aware of all choices made in the processAdditional Responsibilities (15%)
Serve as a copy-editor for CEOs for Cities publications (ReThink, event emails, etc.) Assist other staff with scheduling when necessary Assist in grant and report writing and research Assist with public policy research Assist in development of branding materials such as brochures, videos, etc. Assist in development of CEOs for Cities website Recruit, mentor and manage an intern
Qualifications
High level computer/technology, social media, and PowerPoint skills required High level knowledge of Outlook Calendar required Graphic Design skills strongly preferred Very creative and entrepreneurial Excellent written and verbal communication skills Willingness and ability to occasionally travel with the CEO to a wide variety of
American cities
A strong, flexible team player with a positive attitude, open to new ideas and change A willingness to assist all members of the team whenever necessary Strong work ethic that demonstrates willingness to work beyond 8:30am 5pm
whenever necessary
A self-starter who initiates projects, makes suggestions, and generates new ideas Strong organizational skills with a keen attention to detail Strong copy-editing abilities for CEOs for Cities publications Ability to multi-task and prioritize pressing work effectively Ability to recruit and manage interns and volunteers
Interested parties should forward cover letter, resume, and reference list to
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