American Cancer Society Executive Assistant, Regional EVP in Chicago, Illinois
Executive Assistant, Regional EVP
Job ID: 28208
Functional Area: Clerical/Admin.
Position Type: Full-Time Non-Exempt
Experience Required: 5 - 7 Years
Illinois - Chicago
Department: Region Executive
Education Required: Bachelors Degree
Relocation Provided: No
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Save lives. Fulfill yours. At the American Cancer Society, we're leading the fight for a world without cancer. Our employees and 1.5 million volunteers are raising the bar every single day. The people who work at the American Cancer Society focus their diverse talents on our singular mission: to save lives, celebrate lives, and lead the fight for a world without cancer. We achieve our mission by drawing on our core values of integrity, compassion, courage, determination, and diversity. It is a calling. And the people who answer it are fulfilled. Provides advanced, diverse, and confidential executive level administrative support to the Regional Executive Vice President (EVP), regional volunteer leadership and VP, Regional Communications & Marketing. Coordinates activities and develops strong working relationships with other departments, team leads, volunteers, and volunteer leadership to ensure the office of the EVP runs efficiently. Serves as a liaison with others inside and outside the organization on administrative matters. Responsibilities include but are not limited to records management, travel & T&E management, meeting management, general document preparation, calendar management, general correspondence and reporting, volunteer leadership and committee support, and special projects. • Develops a strong understanding of region operations and objectives in order to support the EVP in the management of the region staff and achievement of mission and income goals. • Acts as a liaison and represents the Regional EVP with other ACS departments, including Executive Leadership, the Region Board, the Region senior leadership team and other volunteer leadership groups, providing the highest level of confidentiality, customer service and professionalism. • Provides support to regional volunteer leadership by maintaining correspondence, calendars, meeting planning and logistics, agenda development, materials development, serving as point of contact for volunteer leaders, and developing and maintaining strong professional relationships with regional volunteer leadership. • Prepares the Regional EVP for meetings and speaking engagements, conducts general research as needed, prepares content and develops documents. • Oversees special projects as assigned by the Regional EVP and participates on project teams as needed. • Supports the Regional EVP in the relationship management of high impact constituents including CEOs, major donors, community leaders, and prospects. • Oversees email and mail management, thank you messages, follow up letters and other Regional EVP correspondence in a prompt and efficient manner. • Manages long and short term calendars for the Regional EVP scheduling meetings, conferences, & teleconferences and coordinating schedules with meeting participants. • Provides travel management support for the Regional EVP and regional volunteer leadership members through Concur (including serving as “travel arranger” for internal and external constituents – a.k.a. “Guest Traveler”), works with the Travel department as needed. Prepares travel documents, itineraries, and driving directions for ground travel. Resolves travel and expense issues, and champions nationwide meeting and travel policies and procedures. • Provides T&E management by validating and submitting T&E in Concur, coding Pcard transactions in a timely manner, and troubleshooting transactions, coding, submissions, and/or payment issues. Ensures adherence to Travel and Expense and PCard policies procedures as content expert. • Ensures the EVP receives standard reports. Pulls reports as requested by the Regional EVP or regional volunteer leadership. Reviews reports as needed and follows up on data quality or content concerns; compiles and summarizes data to meet EVP specific needs. Manages department specific data (i.e., PTO tracking, volunteer leadership contact, etc.). • Coordinates internal and external EVP and regional volunteer leadership related meetings by ensuring all resources are prepared for meetings (venue/room, AV, presenters, materials, catering, WebEx, conference call, etc.). Captures and distributes meeting minutes. Serves as point of contact pre-meeting and onsite the day of meeting. Works with Travel department as needed. • Ensures department e-time submissions are completed, reviewed and approved by the deadline ensuring adherence to eTime policy and procedures. Liaisons with Payroll team as needed to resolve any issues. • Maintains region and/or department records by scanning, filing, and managing office of the Regional EVP electronic and hard copy files, adhering to Records Management policies and procedures.
• Bachelor’s degree or a combination of education and work experience. • 5-7 years progressive experience supporting an executive, non-profit experience preferred. Demonstrates Professional Support Services Competencies: Communicates effectively, Customer focus, Ensures accountability, Instills trust, Interpersonal savvy, Organizational savvy, Resourcefulness, Situational adaptability. Other Skills: • Excellent written and verbal communication, presentation, and interpersonal skills. • Excellent computer skills; strong word processing, database management and spreadsheet skills. • Ability to make administrative decisions and judgments on sensitive, confidential issues. • Ability to work in a fast-paced environment and respond to changing circumstances and priorities in a focused and timely manner. • Ability to interpret, adapt and apply guidelines and procedures. • Able to work successfully in a diverse team environment. • Able to cultivate relationships in a diverse population of community leaders and volunteers. • Demonstrated ability in handling multiple priorities, project management, and meeting coordination. • Limited travel, including evening and weekend work required. • Ability to lift 30lbs. We are committed to providing staff with fulfilling opportunities to learn, grow and make an impact in their local communities. We offer staff a generous paid time off policy; medical, dental and retirement benefits, and professional development programs to enhance staff skills.