Interfaith America is a national nonprofit organization based in Chicago. We believe that religious diversity is a foundational American strength, and we are building a nation that achieves that promise for the common good. Our mission is to inspire, equip, and connect organizations and leaders to unlock the potential of America’s religious diversity. We leverage our expertise in interfaith leadership in different sectors and spaces in American life, such as higher education, health, public policy, racial equity, corporations/business, tech - giving leaders and institutions the tools and resources they need to positively engage religious diversity for the common good.
At Interfaith America, we are ever-adapting and changing. We look for people who set audacious goals and love that one workday may not be like the next. We are committed to supporting work at the intersection of racial equity and interfaith cooperation. We believe in the essential contributions of countless religious and secular traditions that affirm dignity and justice for every human being. We are utilizing our interfaith leadership to contribute to the transformation of America into the promise of what it can be but has not yet been. We seek to attract and retain a team of staff comprised of the diverse identities we need to achieve our vision, including minority religious groups and people of color.
ABOUT THIS POSITION
The Executive Assistant will provide high-level executive assistance to two executives. We’re looking for this position to optimize and prioritize these executives’ time through the following responsibilities.
• Manages dynamic calendars of appointments and travel for the executives. Schedules internal and external meetings and responds to internal and external requests for meetings with the executives in a timely, respectful manner.
• Serves as a “gatekeeper” for the executives’ schedule and communicates directly and on behalf of the executives, with donors, VIP partners, media contacts, Interfaith America staff, and others on meeting requests from Interfaith America and responding to invitations from external partners.
• Prioritizes conflicting needs of the executives’ time to ensure that their time is deployed strategically.
• Works closely and effectively with the executives to keep them well-informed of upcoming commitments, calendar obligations, weekly to-do items, and follows up appropriately.
• Arranges complex and detailed travel plans for the executives including all logistics, itineraries, bios of meeting participants, agendas, and other materials for related meetings.
• Liaises with appropriate team members in preparation for trips, ensuring smooth and managed travel.
• Assists with follow-up and other action items after trips conclude.
• Provides flexible administrative support to external consultants and advisors on a case-by-case basis.
• Assists in planning and coordination of events (i.e., conference receptions, convenings) as assigned.
• Oversees budgets and provides quarterly reports to the executives on the status of their budgets.
• Coordinates with the Director of the Executive Office to schedule time for the executives to meet with the Founder and President.
• Creates and formats presentations in PowerPoint.
• Copyedits and proofreads materials.
• Research various programmatic topics for the executives.
• Drafts correspondence and memos on behalf of the executives.
• Maintains updated contacts and uploads email correspondence in Salesforce for the executives and finds ways to optimize ongoing engagement with VIPs, prospective funders, and more.
• Processes reimbursements for executives and others as assigned, completes credit card reconciliations, and submits check requests.
• Supports the executives with personal affairs when necessary.
• A Bachelor’s degree
• 3-5 years of administrative assistant experience
• Ability to balance and prioritize multiple ongoing projects from multiple stakeholders
• Ability to meet deadlines and work well under pressure
• Excellent communication skills and versed in communicating with VIPs
• Proven client service skillset
• Strong attention to detail
• Strong competence in Microsoft Office (Word, PowerPoint, Excel)
• Willing to learn and utilize organization-wide constituent relationship management software (Salesforce)
• Authorization to work in the United States
Preferred Qualifications (not required):
• High level of religious literacy and fluency in diversity, pluralism, and inclusion
• Relationship Building - Being able to connect with others (internally and externally) to form positive working relationships.
• Project Management - Aptly leading, planning, and executing project or pieces of a project, ensuring all project members are staying within timelines and budgets.
• Results oriented – Ability to complete multiple assigned tasks across multiple program and project areas with a high level of excellence, attention to detail and within assigned deadlines.
• Adaptability - Adapting to change within the organization, programs, and projects with grace and a positive attitude.
• DEI Cultural Competency - Ability to understand, appreciate and interact effectively with people from cultures, identities, lived experiences, or belief systems different from one's own.
• IA Theory and Methodology - Ability to explain and engage constituents in Interfaith America's theory and methodology in a way that resonates with that constituent, and they understand our work within their own context. (learned on the job, not a pre-hire requisite)
Supervisor: Director of the Executive Office
Leadership Level: Manager (non-supervisor)
Location: working from our Chicago Loop office 3-4 days per week at 141 W Jackson Blvd. #3200 Chicago, IL 60604
Hours: Occasional evening and weekend hours will be required to address travel or other timely executive responsibilities hours per week, 9am-5pm, Monday-Friday
Compensation: $55,000 - $70,000 annually
Other Requirements: This position requires the ability, with or without reasonable accommodation, to: maintain regular attendance; travel across the US; work cooperatively with others; adhere to Interfaith America personnel policies and safety rules; sit and/or stand for extended periods of time; operate standard office equipment, including computers, telephones, photocopiers, and projectors; communicate orally, in writing, and via computers and digital devices; and requires close visual acuity to prepare and analyze data and figures, transcribe, view a computer terminal and other office equipment.
Interfaith America is an Equal Opportunity Employer, and does not discriminate on the basis of religion, race, ethnicity, national origin, age, gender, sexual orientation, disability, pregnancy, marital status, or any other status protected by applicable law. Reasonable accommodation will be provided as needed to enable qualified applicants with a disability to participate in pre-employment procedures.