SUMMARY: 

The Executive Assistant assists the Chief Development Officer on a wide range of topics and serves as a principal liaison for the CDO in all aspects of business. The administrative responsibilities include coordinating meetings and travel; devising and implementing office protocols; managing and drafting correspondence; preparing materials needed for meetings; and helping prioritize tasks and meetings. The Executive Assistant will also fulfill departmental responsibilities such as filing expense reimbursements; ordering office supplies; and coordinating and running team meetings.   

This position is largely administrative, but it will also allow the right candidate a chance to learn much of the workings of a development team at the highest level. Increasing responsibility will be afforded to the role as its occupant is interested and capable. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

• Demonstrate commitment to Shedd’s vision, mission, and values.   
• Support the Chief Development Officer 
  • Manage administrative functions for CDO 
    • Process and prioritize correspondence 
    • Manage schedule, expenses, travel arrangements 
    • Support CDO in prospect portfolio management 
  • Meeting planning 
    • Receive guests and handle hospitality for meetings – including making room reservations, set-up and tear down of rooms, parking arrangement, food and beverage, etc. 
    • Set dates, take responses, distribute agendas/materials, coordinate with internal staff when necessary 
    • Provide CDO with all needed information for meetings 
  • Communication 
    • Prioritize, draft, and proofread correspondence 
    • Coordinate event speaking points and other external messaging with the Engagement team 
    • Maintain distribution lists for a variety of uses – correspondence lists, development committee communications, staff groups, etc. 
• Bear primary responsibility for departmental financial forecasting and reconciliation in partnership with the VP, of Finance
  • Represent Development in annual budgeting process; bi-annual adjustment expense forecast; and monitoring expenses throughout the year 
• Work closely with the Board Development Committee and other VIPs 
  • Coordinate Development Committee meetings 
  • Arrange and lead tours for VIPs and Trustees 
  • Support CDO and President/CEO for Centennial Commitment-related projects 
• Support Development Team through office management functions
  • Process expense reimbursements team-wide 
  • Arrange team travel as needed 
  • Order supplies and stationery as needed 
  • Maintain departmental event and vacation calendars 
• Liaise regularly with Executive Assistants of other Executive Leadership Team members
• Other duties as assigned 

QUALIFICATIONS   

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education

• Bachelor’s degree required  

Experience

• 3+ years of experience as an Executive Assistant or commensurate experience. 
• Proven experience and expertise in working within a dynamic environment involving many types of staff and volunteers, as the position will interact with staff, volunteers, donors, the Board of Trustees, and others. 
• Must be a self-starter with the ability to multi-task and function effectively under pressure, and handle stress with composure. 
• Ability to think proactively and respond appropriately. 
• Ability to establish and maintain effective relationships with staff, employees, and others; highly collaborative.  Builds credibility through personal effectiveness and teamwork. 
• Experience managing multiple projects concurrently, demonstrating a sense of urgency.  Results-oriented and meets deadlines.  Remains flexible as demands change.  Proven time management skills. 
• Effective and professional communication, writing, and grammar skills, paying great attention to detail.  Can represent self effectively both verbally and in written form. 
• Highly proficient with Microsoft Office tools.  
• High level of interpersonal skills. 
• Uncompromising integrity and commitment to confidentiality. 
• Willingness to be flexible and assist wherever needed. 

We strongly encourage people of color, LGBTQ+ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team.

If you need a reasonable accommodation at any point in the application or interview process, please let us know. In your application, please feel free to select which pronouns you use (For example – she/her/hers, he/him/his, they/them/theirs).