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Board Assistant in Chicago, IL at Shirley Ryan Abilitylab

Date Posted: 4/15/2019

Job Snapshot

Job Description

General Summary

The Board Assistant will be responsible for providing support to the Sr. VP/Chief Administrative 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.

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.

Principal Responsibilities

The Board Assistant will:

  1. 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.
  2. Assist Senior Vice President, Chief Administrative Officer in regard to any administrative functions for that role as well as with the other members of the Office of General Counsel 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 Senior Vice President, Chief Administrative Officer regarding pending and future legislation, regulations and other matters, as well as setting up meetings, preparing reports, etc.
  3. Maintain a close and highly responsive relationship to the day-to-day activities of the SVP, Chief Administrative Officer and other members of the team; note commitments made by the SVP, Chief Administrative Officer on own initiative and assist with arrangements for staff implementation as well as ensure seamless scheduling and administrative of functions.
  4. 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.
  5. Make arrangements, including travel arrangements, for meetings and conferences. May attend meetings as well as record and report on the proceedings.
  6. 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.
  7. 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.
  8. Assist Senior Vice President, Chief Administrative Officer and other members of the Office of General Counsel on an as needed basis.
  9. Assess complex situations with discernment and solve problems, both independently and collaboratively.
  10. Analyze the flow of administrative and other assigned work for department by establishing priorities to ensure the efficient completion of assigned tasks and projects.
  11. Perform all other duties that may be assigned in the best interest of the Shirley Ryan AbilityLab.

Reporting Relationships

  1. Reports directly to Senior Vice President, Chief Administrative Officer.

Job Requirements

  1. Bachelor’s Degree and three to five years advanced, high volume administrative experience required.
  2. High level of proficiency with the Microsoft suite of products including PowerPoint, Word, Excel and Outlook. Experience with Raiser’s Edge preferred.
  3. 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.
  4. Demonstrated ability to work in a fast paced, collaborative environment.
  5. Mathematical and analytical ability.
  6. Advanced organizational skills necessary to efficiently prioritize and complete a variety of tasks.
  7. Assistant Corporate Secretary or Paralegal experience in corporation or law helpful but not required.
  8. Ability to exercise independent judgment in assigned area of responsibility.

Working Conditions

  1. 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.

SRAlab 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.

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