Executive Assistant to the Board at Rehabilitation Institute of Chicago in Chicago, Illinois

Job Description:

By joining our team, you'll be part of our life-changing Mission and Vision. You'll work in a truly inclusive environment where diversity and equity are championed through words and actions. You'll contribute to an innovative culture that is second to none, one that embraces curiosity, discovery and compassion. You'll play a role in something that's never been done before as we integrate science and clinical care to help patients achieve better, faster outcomes - as we Advance Human Ability, together.



Job Description Summary

The Board Assistant is responsible for providing support to the President, Chief Administrative Officer as well as the Senior Vice President, Chief Financial Officer, in all matters related to Board and Committee meetings as well as in regard to other administrative functions as well as government/community affairs and other key areas of function. Key responsibilities include administration and project support for meeting preparation and acting as a liaison between the Office of General Counsel, the office of the CEO and the office of Advancement on Board related materials and meeting planning as well as other functions. In addition, the Board Assistant will work with the legal department supporting projects related to corporate, as well as government and community affairs. In addition, works under general objectives established by executives utilizing a high level of initiative and discretion in prioritizing work and in performing duties that are generally complex and confidential in nature. Screens and handles situations for, and in the absence of, the executives, determining urgency of issues and appropriate course of action. Researches information, coordinates projects, composes and compiles documents, creates spreadsheets, and compiles reports.
The Board Assistant will consistently demonstrate support of the Shirley Ryan AbilityLab statement of Vision, Mission and Core Values by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute.
The Board Assistant will demonstrate Shirley Ryan AbilityLab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and Core Values (Hope, Compassion, Discovery, Collaboration, & Commitment to Excellence) while fulfilling job duties.



Job Description


The Board Assistant will:

• Plan and organize meetings of the Board of Directors and Committees of the Board; draft agendas, minutes, resolutions, executive summaries, and other documentation required for Board and Committee meetings; arrange all aspects of meeting including food service and room scheduling; maintain record of actions, attendance as well as corporate minute books, and related correspondence; develop reports and data bases to provide materials and monitors related to various board functions; maintain relationships with directors and acts as principal contact person; develop templates and processes for meetings and Board functions; assist Executive Assistant for the Chief Executive Officer with miscellaneous Board related matters.
  
  


• Assist President, Chief Administrative Officer and Senior Vice President, Chief Financial Officer in regard to any administrative functions for that role regarding various government and community affairs activities related to visits from legislators or their staffs as well as assist with functions as assigned by the President, Chief Administrative Officer regarding pending and future legislation, regulations and other matters, as well as setting up meetings, preparing reports, etc.
  
  


• Maintain a close and highly responsive relationship to the day-to-day activities of the President, Chief Administrative Officer as well as the Senior Vice President, Chief Financial Officer and other members of the team; note commitments made by the President, Chief Administrative Officer and Senior Vice President, Chief Financial Officer on own initiative and assist with arrangements for staff implementation as well as ensure seamless scheduling and administrative of functions.
  
  


• Screens incoming telephone calls, visitors, and requests, responding to the need for information and assistance, including assisting callers and visitors with complaints.
  
  


• Collaborates with other Senior Executives Assistants and Executive Assistants to improve the efficiency and effectiveness of office operations, including ensuring adequate coverage throughout the work day.
  
  


• Composes correspondence regarding administrative matters and general policies for Executive's approval.
  
  


• Prepares materials needed by the Executive for correspondence, appointments, telephone calls, meetings, and conferences, keeping the Executive informed on matters being considered.
  
  


• Perform a wide variety of typing and word processing tasks such as forms, form letters, correspondence, memos, and bios, presentations including outline, handouts and slide templates, articles and other reports using standard software and/or specific software required by the assignment.
  
  


• Responsible for reports, including but not limited to Board reports, pre-meeting book preparation and emails and post-meeting minutes, etc.
  
  


• Make arrangements, including travel arrangements, for meetings and conferences.
  
  


• May attend meetings as well as record and report on the proceedings.
  
  


• Ensure that requests for action or information are relayed to appropriate staff members; as needed, interpret requests and help implement action; make sure information is furnished in a timely and appropriate manner through own action or action of others. Perform recordkeeping and file maintenance tasks such as gathering, sorting, and filing materials and data. Identify need for and prepare plans for new files, filing systems and databases to ensure immediate access to all Board materials. Assist President, Chief Administrative Officer as well as Senior Vice President, Chief Financial Officer and other executive leaders on an as needed basis.
  
  


• Assess complex situations with discernment and solve problems, both independently and collaboratively.
  
  


• Analyze the flow of administrative and other assigned work for department by establishing priorities to ensure the efficient completion of assigned tasks and projects.
  
  


• Perform all other duties that may be assigned in the best interest of the Shirley Ryan AbilityLab.
  
  

Reporting Relationships



Reports directly to President, Chief Administrative Officer and the Senior Vice President, Chief Financial Officer.



Knowledge, Skills & Abilities Required

• Bachelor's Degree required.
  
  


• Three to five years advanced, high volume administrative experience required. High level of proficiency with the Microsoft suite of products including PowerPoint, Word, Excel and Outlook.
  
  


• Experience with Raiser's Edge preferred.
  
  


• Outstanding written and verbal communication skills necessary to interact on a daily basis with internal and external customers.
  
  


• Ability to write reports, minutes, and general business correspondence.
  
  


• Demonstrated ability to work in a fast paced, collaborative environment.
  
  


• Mathematical and analytical ability.
  
  


• Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks.
  
  


• Assistant Corporate Secretary or Paralegal experience in corporation or law helpful but not required. Ability to exercise independent judgment in assigned area of responsibility.
  
  

Working Conditions



Normal office environment with little or no exposure to dust or extreme temperature.


The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.



Equal Employment Opportunity



ShirleyRyan AbilityLab is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Apply Now