About Shedd
Administrative Assistant (President's Office)
To apply, please send resume and cover letter to:
Tiffany Johnson
Human Resources
John G. Shedd Aquarium
1200 S. Lake Shore Drive
Chicago, IL 60605
jobs@sheddaquarium.org
Fax: 312-663-0971
This is a full-time, regular position.
General Description:
Supports the activities of the president/CEO, under the supervision and direction of the senior director/liaison to the board, by performing administrative duties, scheduling meetings, coordinating requests by trustees and handling board-related projects.
Duties and Responsibilities:
Support the administration office
• Answer phones for president/CEO and senior director/trustee relations
• Open, sort and prioritize mail
• Book and arrange travel
• Maintain high level of decorum and confidentiality at all times
• Communicate in a friendly, positive, appropriate manner and tone of voice
• Respond to board requests in a speedy and efficient manner
• Order supplies when needed
Schedule and maintain appointments
• Keep calendar and schedule meetings for president/CEO
• Confer with senior director regarding schedule changes, cancellations and meeting followup
• At the end of each day, print out CEO’s calendar for the following day and leave it on his desk
• Coordinate calendar meetings at the beginning of each week and keep CEO’s written calendar up to date daily
Plan meetings
• Receive guests and handle hospitality for meetings
• Confirm attendees by phone or e-mail before each meeting
• Set dates, take responses, copy agendas and other materials, send minutes, coordinate with internal staff when necessary
• Provide directions and maps to president/CEO for external meetings and events
• Arrange room reservations, setup and teardown of rooms, parking, catering, coat racks, etc.
Communication
• Compose, proofread and print accurate standard business letters
• Make and distribute copies when necessary (interoffice mail, memos, e-mails, etc.)
• Handle dictation and transcribe correspondence
Cultivation
• Keep development department notes in Raiser’s Edge, etc.
• Maintain filing system
• Respond to phone calls or e-mails when appropriate
• Assist with tours when necessary
• Log, track and assist with trustee requests and work with senior director to fulfill requests
Board of trustees projects
• Maintain the accuracy of the trustee website
• Update board directory annually
• Prepare prospective trustee information packets
• Schedule orientations
• Order and maintain board name tags
• Help compile and send quarterly board of trustee packets
• Send monthly updates from the president/CEO to the board
• Mail correspondence to the board (cards, letters, etc.)
• Coordinate trustee assistant activities
Other duties as assigned
Job Requirements:
BA or BS degree. Two or more years of experience in office administration. Must have excellent communication and organizational skills. Must possess a professional demeanor and attitude. Ability to work in a team-oriented environment, but must also work well independently.
Based on Shedd Aquarium’s commitment to the environment, electronic versions of resumes are preferred.
