Executive Assistant – Chicago, IL

Chicago, Illinois
One Hope United
In the spirit of caring for one another and our community, please note that upon accepting an offer of employment from One Hope United, you will be required to share proof of a Covid-19 vaccination. The requirement is subject to accommodation in compliance with applicable laws and regulations.

The position can be based in Kenwood, IL and or Joliet, IL

Under the supervision of the Community Based Family Services (CBFS) Executive Director, the Executive Assistant provides high-level administrative support by performing complex and long-term administrative projects; additional responsibilities include preparing correspondence, arranging conference calls, scheduling meetings, conducting research, making travel arrangements, and preparing reports; responsibilities require advanced use of discretion, initiative, problem-solving skills, and independent judgment; may also train and supervise other clerical staff.

Required Qualifications

Education: Associates Degree or equivalent; BA/BS Preferred

Experience: 4 years of experience or more in a similar work environment supporting and reporting to a senior executive

Other:

Valid driver’s license and acceptable driving record with One Hope United required level of coverage for Auto Insurance 100/50/100.
Bilingual (Spanish) is a plus

Essential Duties and Responsibilities

Arranges and maintains the executive schedule
Managing and supporting ED in scheduling, program projects, being the link to summarize and create projects
Arranges and schedules department and interdepartmental meetings as appropriate and prepares meeting minutes
Support correspondence of department needs, including preparation and distribution of reports/data to appropriate personnel( leaders and program staff as needed)
Maintains confidential reports and records as required
Initiates type and distributes correspondence as determined by department needs, including preparation and distribution of reports/data to appropriate personnel.
Update appropriate personnel changes in UKG (supervisor change, job title change, allocations, salary change,)
Support in training and efficiency of all behavioral health administrative office staff support
Opens, sorts, processes, and distributes incoming correspondence, check requests, and invoices as appropriate.
Arranges travel for the Executive Director.
Accepts and screens incoming phone calls for the Executive Director as appropriate.
Manages logistics of departmental or other large-scale meetings including invitation lists, RSVPs, seating charts, and caterers.
Receives, processes, facilitates, and disseminates information between the Behavioral Health Line of Service and other lines, internal staff, and the general public; maintains the confidentiality of sensitive information; ensures timely responses as necessary.
Directs and assigns work to other offices clerical personnel; serves as a resource regarding applicable rules, regulations, and policies and procedures; serves as a backup for other departments secretarial/clerical positions
Assists in the development and monitoring of the department budget; establishes open accounts; prepares purchase requisitions; maintains equipment inventory; orders equipment, warehouse, and other supplies; resolves invoice discrepancies; and initiates the proper paperwork as required
Interprets and explains department procedures and policies to internal staff and the general public; refers callers to the appropriate staff member.
Provides program, classroom, and center staffing support as needed.
Maintain records of existing contracts and follow up on approaching deadlines to ensure compliance and completion.
Assist in the management and compliance with Medicaid Inspections
Assists with several other miscellaneous tasks such as job descriptions, creating and editing org charts, assisting to maintain ED credit card and creation of various reports for various entities
Complete expense reports using Concur.
Participates in any and all reasonable work activities as may be deemed suitable and assigned by management.

Required Skill

Proficient computer skills in a Microsoft Windows environment and adaptive skills to expand software application skills as necessary
Ability to deal effectively with all employees and external business contacts while conveying a positive, service-oriented attitude
Ability to communicate effectively, both verbally and in writing
Ability to maintain complete confidentiality and discretion in business relationships and exercise sound business judgment
Broad knowledge on managing care organizations, private insurance networks, and Medicaid

ONE HOPE UNITED VALUES:

Do the Right Thing We serve the best interest of our clients and staff. We act mindfully and responsibly, honoring our commitments. We’re willing to challenge the status quo.
Fully Contribute We bring our presence, passion, and ideas to every interaction, and we respect differing views and backgrounds so that others can do the same.
Empower One Another We collaborate with, care for, and encourage each other toward greater impact, treating everyone with dignity and respect
Turn Hope into Action We believe in the resiliency of the human spirit. We advocate for those in need and do what it takes to build a better future for all.
Seek Impact Every Day We make things happen, and make them count. We leverage all our resources and make data-informed decisions for maximum, sustainable results.
Always Keep Improving We pursue excellence in an atmosphere of innovation. We embrace change, take prudent risks, learn from failure, and recognize success.

We Invest In You

Tuition reimbursement up to $2500 per year
Up to 4 weeks paid Vacation Days; up to 6 paid Personal Days and up to 5 paid Sick days annually
Medical, dental, vision, 403b Retirement, flexible spending accounts, health savings account, and short-term disability options
Agency paid life up to $50K based on salary
Voluntary Supplemental Life for Employee, Spouse, and Child(ren)
Voluntary Legal Plans
Agency paid long term after 1 year of employment
Enterprise Fleet car availability for high mileage drivers
Career ladders, professional development, and promotion opportunities
Free LCSW and LCPC Supervision hours available in some locations

A Different Kind Of Employer One Hope United is strong and ready to grow. Are you ready to grow with us?

800 talented professionals strong, serving 10,000 children and families in Illinois, Wisconsin, Missouri, and Florida
Fiscally stable, $50 Million agency- strong since 1895
Energetic leadership and a rich community of support

One Hope United does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. One Hope United is an Equal Opportunity Employer and a Drug-Free Workplace.