Ada S. McKinley Community Services, Inc · 17 hours ago
Administrative Assistant to Chief Financial & Administrative Officer (CFAO)
Chicago, IL
Full-time
Onsite
Senior Level
$68K/yr - $73K/yr
7+ years expAda S. McKinley Community Services, Inc is seeking an Administrative Assistant to support the Chief Financial & Administrative Officer (CFAO). The role involves managing administrative tasks, facilitating communication between the CFAO and various departments, and overseeing special projects with a high degree of independent judgment.
CommunitiesEducationHigher EducationNon Profit
Responsibilities
Provide administrative support to the CFAO as it relates to all business operations, both internally and externally. Responsible for a variety of general administrative duties
Manage an active calendar of appointments, complete expense reports, compose and prepare correspondence that is sometimes confidential, arrange complex and detailed itineraries and agendas, and compile documents for meetings
Communicate directly, and on behalf of the CFAO, with Board members, senior management, and others, on matters related to CFAO’s programmatic initiatives, as directed
Research, prioritize, and follow up on incoming issues and concerns addressed to the CFAO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
Provides administrative support to departments that report into the CFAO: IT, Finance, Property Management, and Quality Assurance. This includes, but is not limited to, setting up meetings, preparing expense reports, drafting emails, making follow-up calls, and supporting teams at different sites
Provides a bridge for smooth communication between the CFAO’s office and internal departments, demonstrating competency to build and maintain credibility, trust, and support with senior management and staff
Work closely and effectively with the CFAO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the CFAO updated
Complete and/or review business communications on behalf of the CFAO in all media formats, including but not limited to phone calls, emails, memos, meeting minutes, etc
Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures
Periodically required to participate in meetings and record minutes
Review incoming correspondence and, if appropriate and necessary, independently handle the information or promptly forward to the CFAO for review and response
Coordinate various meetings and appointments, including Board and Executive Committee meetings, internal staff meetings, and meetings with other external parties (vendors, city/state agencies, business partners, etc.)
Responsible for executing, documenting, and reconciling credit card and other financial/billing transactions on behalf of CFAO, various departments, and the overall Finance program
Review and approve payroll system time sheets to include days worked and time off for the CFAO’s direct reports for each scheduled pay period
Assist with the development, editing, and maintenance of departmental policies
Assist with office management responsibilities as requested
Coordinate with CEO’s Executive Assistant and other Administrative Assistants within the agency, as needed
Periodically serve as backup receptionist
Maintain confidentiality of all information and adhere to the agency’s Code of Ethics
Perform other related duties as directed
Qualification
Required
Associates preferably in business or related fields. Bachelor's degree preferred
7+ years of experience in administrative support role reporting to a C-level or Senior-level Executive/Manager is required
Demonstrated exceptional organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with meticulous attention to detail
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Ability to achieve high-performance goals and meet deadlines in a fast-paced environment
Very strong interpersonal skills and the ability to build relationships, including staff, board members, vendors, external customers, and the general public
Expert-level written and verbal communication skills
Exceptional proofreading skills and strong attention to detail
Demonstrates strong written composition skills
Proven ability to handle confidential information with discretion
Ability to maintain proper liaison with program leaders, managers, employers, and the board
Excellent working knowledge of Microsoft Office, including Outlook 365, Word, PowerPoint, and Excel
Proficient with most standard office equipment, including computers, printers/copiers, scanning equipment, etc
Ability to travel between the administrative office and other agency sites
Preferred
Familiarity with accounting, finance, and governance processes and principles
Benefits
Paid vacation
Paid Sick Time
12 Paid Holidays
Medical
Dental
Vision
403(b) Plan
Life Insurance
Long-term & short-term disability
Employee assistance program (EAP)
Family medical leave
Tuition reimbursement
Company
Ada S. McKinley Community Services, Inc
The mission of Ada S. McKinley Community Services, Inc. is to empower, educate, and employ people to change lives and strengthen communities.
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$0.25MKey Investors
Molina Healthcare
2024-09-26Grant· $0.25M
Leadership Team
Debra Leonard-Porch
Senior Executive Assistant to the CEO
Denise Morton
Executive Assistant to CEO
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