Executive Assistant

Note: We will begin reviewing applicants for this opportunity in early January.

About the Organization:

New Moms strengthens families by partnering with young moms as they progress toward housing stability, economic mobility, and family well-being. New Moms is a nonprofit organization with an $8 million budget and a staff of over 60. At New Moms, young moms, 24 and under, take powerful first steps toward economic mobility and family well-being. Our 2-Generation approach puts families experiencing poverty in control of their goals and unleashes their potential. New Moms’ headquarters is located on the west side of Chicago in the Austin neighborhood. Our East Garfield Park location includes all Workforce Development programming as well as our social enterprise, Bright Endeavors, which provides paid transitional jobs for young moms. We also have an office in Oak Park serving the near western suburbs.

Our Commitment to Equity:

New Moms prioritizes racial equity as a strategic and organizational imperative. Strong candidates will be committed to integrating diversity, equity, and inclusion (DEI) values into their work goals and will be evaluated on their impact.

About the Job:

The Executive Assistant is the right-hand to the President & CEO, keeping the President on track by staying five steps ahead, anticipating how to prioritize precious time, and facilitating important connections inside and outside the organization. The Executive Assistant is the welcoming “front door” for people who want to connect with the President. This role provides a high level of project and administrative oversight to New Moms’ President and other senior executives’ priorities. This position offers the chance to engage with executives and board members and is right for someone who is passionate about gaining insight into leading a high-performing, high-impact nonprofit organization. The Executive Assistant will champion all New Moms values including our commitment to diversity, equity and inclusion, in both strategic planning and performance. Starting Salary: $55,000

Key Job Responsibilities:

• Manage the CEO’s calendar, using good judgment to set priorities appropriately
• Represent and intercede on behalf of the CEO in person, by phone and in written correspondence as needed and appropriate
• Exercise independent judgment in the resolution of administrative problems; Prioritize and manage multiple projects simultaneously with little or no supervision
• Working with the CEO, prepare for and manage logistics of meetings of including Board meetings, all-staff town halls, executive leadership team meetings, and leadership team meetings
• Prepare internal and external documents and presentations on behalf of the CEO, working closely with the Executive Leadership Team and Board of Directors
• Maintains close relationships with external and internal stakeholders, including board members, partners, donors, leaders of philanthropic institutions, and staff, serving as liaison between them and the CEO
• Organize travel arrangements for the CEO, Executive Leadership Team, and Partners as required
• Working with the CEO, develop board and committee meeting agendas, minutes, and meeting materials, and preserving governance documents electronically
• Assist CEO with planning for the organization and Board, creating and managing dashboards and project plans that track strategic priorities, organization goals, and innovation initiatives
• Help organize events including Board, partner and staff meetings, and site visits. Responsibilities may include selecting sites, organizing logistics and catering, etc.
• Manage administrative duties such as preparing expense reports and requests for reimbursement and filing electronic and print records
• Act as a resource to the Executive Leadership Team and administrative staff
• Exercising administrative judgment; assuming responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service
• Upholds the New Moms model, which is grounded in racial equity
• Regularly participates in agency and program staff meetings, as well as professional group seminars or conferences to enhance professional knowledge and job skills
• Performs other related duties as assigned

Qualifications:

• Associates degree required; Bachelors degree preferred
• A minimum of 5 years of relevant professional experience, including several years as assistant to senior executives or in project management role
• Excellent administrative and organizational skills, with strong attention to detail
• Ability to prioritize tasks and meet deadlines in a fast-paced environment
• Self-starter, able to work independently as well as collaboratively with others
• Outstanding written and verbal communications skills, including drafting emails, letters, presentation materials and proofreading. Able to communicate professionally and effectively in person, electronically or by phone.
• Outstanding emotional intelligence and interpersonal skills, including the ability to work with people with different backgrounds and experiences
• Excellent computer skills with the following or similar tools: Microsoft Office, including Word, PowerPoint, and Excel; Google, including calendars, meeting schedules and invites, distribution groups; Adobe Acrobat or other PDF writer; data management software, such as Salesforce; internet research; and experience integrating various technology tools
• Sound judgment, including the ability to use and show discretion, make sometimes difficult decisions independently, maintain confidentially, and effectively solve problems
• Ability to work in an interdisciplinary team approach model, taking individual responsibility and autonomy while also working well in roles leading and serving as part of a team
• Valid driver’s license, with safe driving record and valid insurance
• Access to a reliable car required

COVID-19 Notice:

• New Moms employees are required to be fully vaccinated against COVID-19. If you are not able to receive the vaccine for medical or religious reasons, you may seek approval for an exemption through the Director of HR.
• This is an on-site position with a primary office at our Austin location. This position is eligible for a hybrid work schedule which could include up to 3 days per week of remote work if requested. All staff are required to be in the office on Tuesdays, which is our company Core Day.

New Moms’ Benefits: We offer a comprehensive benefits package to full-time employees including health, dental, vision, disability, and life insurance; matching on retirement savings up to 3%; 15 paid holidays; and generous paid time off. We also offer several unique benefits to New Moms: discounts on Bright Endeavors products, free optional spiritual direction services, and half days on Fridays in the summer. Our Flexible Work Options policy allows for staff to work some hours remotely once training is complete. For licensed employees, you will receive over 20 free CEU's during onboarding and an additional 1.5 free CEU's/month throughout employment. We promote professional development and provide time for you to attend other external trainings opportunities as well.

Salary : $8 - $55,000