Coordinator, President’s Office (MF)

Summary

The Coordinator, President’s Office, provides administrative support to the President and Chief of Staff, working effectively and efficiently within the President’s Office team. In this role, s/he anticipates, takes initiative, and adapts to changing environments and priorities, and demonstrates the ability to be diplomatic, flexible, and discreet with confidential information. The Coordinator maintains knowledge on all organizational policies and procedures, stays informed and up-to-date on the activities and achievements of the Foundation, and displays interest and enthusiasm in the Foundation’s work with a positive attitude and inquisitive mind.

Essential Duties and Responsibilities:

Executive Support

Receives and routes incoming calls to the President’s Office
Greets/directs guests of the President’s Office
Manages all incoming electronic and USPS correspondence
Arranges and coordinates appointments for the President with Foundation staff
Books domestic and international travel for the President
Prepares the President’s and Chief of Staff’s expense reports
Creates briefing and meeting folders
Manages production of meeting and background materials
Creates and manages consultant and vendor contracts and invoices

Workflow Management and Support

Prepares and distributes weekly Heads-Up tracker for staff regarding President’s upcoming meetings
Serves as liaison with Meeting Planning and Events team and manages meeting bookings in Condeco
Manages the President’s Open House
Provides tech support for the President’s meetings (AV, Blue Jeans, Skype, etc.)

Additional Duties and Responsibilities

Understands and endorses the mission and values of the Foundation
Participates in special projects and Foundation working groups
Undertakes other duties and responsibilities as assigned

The position is based in Chicago, Illinois.

Physical Requirements and Work Environment:

The work environment is an office setting. Intermittent physical activities will include bending, reaching, sitting, and walking during working hours. Reasonable accommodations may be made to enable a person with physical disabilities to perform the job.

Qualifications

A bachelor’s degree is desirable
Minimum of three years of relevant administrative experience, preferably in a C-Suite environment
Comfortable working in a team environment
Excellent writing, editing, and organizational skills are essential
Strong proficiency in working in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and willing to learn new technology and programs