The Rotary Foundation Evanston , IL 60201
Posted 5 days ago
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:
The Rotary Foundation