Administrative Assistant, Trustee Chair (Part-Time) / Usa: Evanston, IL

Job Title: Administrative Assistant, Trustee Chair

Area: Senior Leader Support

Reports to: Senior Supervisor, Senior Leader Support

Classification: Exempt

Location: Evanston, IL

This position is designated as Hybrid - Fully Flexible and expected to work from our World Headquarters office once per month to several times a week. The specific days in the office are determined by managers based on business requirements. Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.

Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary's clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://www.rotary.org.

Rotary's Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.

Overview

This position is generally responsible for the administrative support of the Trustee Chair and Chair-elect. You will have the opportunity to rotate with your assigned trustees, serving as their assistant for the year they are elected as the incoming chair and the year they serve as chair.

You Will Have

• Bachelor's degree or or equivalent work experience required

• 3+ years prior office experience required

• Proficiency with Microsoft Office required (Word, Excel, PowerPoint, Outlook, OneDrive)

• Strong multi-cultural sensitivity

You Are Good At

• Managing confidential issues with discretion and professionalism

• Assuming responsibility and following-through

• Multi-tasking and prioritizing appropriately

• Working efficiently under time constraints

• Written communication with a variety of constituents

• Providing excellent customer service and team building

You Are Open To

• Availability for travel to approximately two meetings per year and to work irregular hours on occasion

• Taking on special projects

You Will Be Responsible For

Senior Leader Support

• Provides assistance and principal administrative support to the trustee chair and chair-elect. Manages the correspondence, calendar, and travel planning of the chair and chair-elect. Ensures excellent customer service and that all requests are met timely and appropriately.

• Manages all aspect of chair's travel.

• Maintains travel schedule and calendar.

• Maintains invitation log and acknowledges incoming invitations.

• Handles all correspondence related to scheduling and travel. Makes recommendations on alternate travel itineraries to ensure budgets are met.

• Makes all travel arrangements, confirming proper travel documentation and visas.

• Prepares background materials for officer on all trips.

• Monitors and tracks travel expenses to ensure chair travel is compliant with organization policies and within budget.

• Performs follow-up from trips, including thank-you notes and special requests.

• Coordinates the support for the chairs at RI-administered events, including the International Assembly, International Convention and other RI meetings as appropriate, including registration, housing, daily schedules, and assistance to any funded aides.

• Serves as liaison with other secretariat staff, especially when chair or chair-elect are traveling, to ensure items for decision are processed quickly and efficiently and that requests from the chair are conveyed to appropriate staff for handling.

• Provides other administrative support for the Chair, as requested.

Leadership Attributes

• Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood.

• Collaboration: Builds partnerships and works jointly with others to meet shared objectives.

• Presence: Demonstrate composure and confidence.

• Accountability: Have a clear sense of ownership and take personal responsibility for actions.

• Adaptability: Respond to changes willingly and recognize when to adjust based on the situation.

Why work for Rotary?

• Generous medical, dental, and vision benefits package

• Progressive 401k matching contributions

• Above market and generous paid time off package

• Tuition reimbursement

• Professional development opportunities

• On-site cafeteria and coffee bar with special pricing for Rotary employees

• Flextime-several different work schedules to choose from

• Close to CTA, Metra, a variety of stores, and many food options

Please note:

• Rotary does not provide VISA sponsorship or relocation assistance