Executive Assistant

at Lions Clubs International in Oak Brook, Illinois, United States

Job Description

We’re in the business of Good.

Lions Clubs International is the largest service club organization in the world. Our 1.4 million members are serving locally and globally to help take on some of the biggest challenges facing humanity. Every Lion and club are supported by our international association. More than 300 Lions International staff members are constantly working on tools and technology to enhance Lions’ service. When caring people join together, roll up their sleeves and take action to make their community better, it’s an incredible feeling for everyone involved. Here’s how you can help. We are currently looking for an Executive Assistant to join our team and rise to the challenge of empowering service. Position Highlights: Provide administrative assistance to a member of senior leadership and their respective division(s). Perform administrative functions for the division, provide project management, and other duties as assigned. This position requires involvement with high-level contacts and exposure to sensitive and confidential information necessitating considerable use of tact, diplomacy, discretion and judgment.

What You’ll Do:

+ Perform a wide variety of administrative duties such as, filing, photocopying, scanning, faxing, sorting and distributing mail, obtaining official signatures, etc. in an efficient and timely manner for the Technology department.

+ Complete month end processes activities for timely close of the financial period.

+ Manage the Information Security incoming email and distributing to staff or responding.

+ Managing data requests by endorsed and certified candidates approved for data lists, ensuring they have access/have received the data.

+ Communicating with Elections and Certification Committees for appointments, scheduling at convention and processing reimbursement.

+ Manage, post and track materials and reports for Board Meetings and Executive Officer meetings.

+ Prepare purchase requisitions, and associated documents for the department.

+ Enter data into SAP financial system and contract management system.

+ Assists in planning and coordinating various high-level meetings. Coordinate meetings (off-site, in-office and teleconference calls) including developing meeting agendas, making hotel, meal and transportation arrangements.

+ Assist in the preparation of presentations, annual and strategic planning materials and reports; update policy manual as needed. Assists with preparation for annual convention including trunk preparation and coordination, Board Effect support, and other tasks to ensure smooth and accurate execution of related events.

+ Answer, screen and direct incoming telephone calls. Greet and refer visitors to the department.

+ Compose letters and routine correspondence without instruction or review.

+ Input and proofread reports, correspondence, forms, etc., often of a confidential nature.

+ Assemble relevant data, compile statistics and information as directed.

+ Create and run daily, weekly and/or monthly reports and presentations following prescribed formats but requiring some individual judgment.

+ Manage fiscal administration for the department such paying invoices and ordering supplies.

We’re Looking for Someone With:

+ Associate degree or equivalent combination of education and experience.

+ Minimum of 5 years of progressively responsible administrative experience.

+ Excellent attention to detail and process compliance.

+ Excellent project coordination and time management skills.

+ Excellent interpersonal skills: ability to work closely and effectively with senior management and peers.

+ Experience with procurement and financial computer applications.

Why You’ll Love Working Here: Lions Clubs International has excellent benefits for you and your family. We believe in a balanced work-life and have programs and benefit plans to support our employees, such as:

+ Three weeks paid time off plus time off for volunteering.

+ Flexible and hybrid work schedules

+ Comprehensive medical, dental, vision, and life insurance plans

+ Flex spending accounts for medical and dependent care

+ 401K with employer match

+ Reimbursable training

+ Casual dress

Diversity, equity and inclusion are at the core of who we are. Diverse and inclusive teams have a positive impact on the work we do, and we know that having varied perspectives helps generate innovative ideas to solve complex problems in an ever-changing world. Lions Clubs International Is an Equal Opportunity Employer

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Job Posting: JC255443257

Posted On: Feb 17, 2024

Updated On: Mar 14, 2024

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