Job Summary

One Hope United is seeking a committed full-time Executive Assistant and Office Manager to support and strengthen our team. Located at the organization’s corporate headquarters in downtown Chicago, this essential role is responsible for fully supporting the CEO and overseeing administrative processes for our corporate office. The Executive Assistant and Office Manager will support the CEO while leading initiatives to enhance operational efficiency. Directly accountable to the President and CEO, this position plays a central role in integrating day-to-day operations with the broader goals of One Hope United. The role requires an office presence for 5 days each week, emphasizing the importance of in-person support, hands-on management, and direct involvement in our daily operations.

Essential Duties and Responsibilities

Specific duties and responsibilities include but are not limited to:

• Fully supporting the administrative needs of the President and CEO, including drafting correspondence, preparing materials for meetings, maintaining calendars, problem-solving unexpected demands, managing travel arrangements, and helping maintain camaraderie.

• Maintaining overall office operations, ensuring all activities and tasks align with organizational needs and standards.

• Keeping office calendars updated, efficiently managing mail and package deliveries, and effectively routing incoming calls to support daily operations.

• Implementing and adhering to operational policies and procedures, proactively identifying and suggesting improvements.

• Organizing meetings and events, handling logistics like invitations, space setup, and audio/visual requirements.

• Leading special projects as directed by executive leadership, involving strategic planning, coordination, and execution.

• Liaising with facilities vendors, office building management and contractors, and suppliers for contract negotiations and service quality maintenance.

• Utilizing office technology for report creation and communication enhancement, showcasing proficiency in various software tools.

• Assisting, as needed, with special events and Board related activities and functions.

• Helping foster a positive and engaged office culture. 

Qualifications

• Proficiency in Microsoft Office, Zoom, and other relevant office technologies is required.

• The candidate should have proven experience in office administration, which includes event coordination and executive support.

• Strong organizational skills are essential for managing multiple tasks, calendars, and communications effectively.

• Experience in implementing and enhancing operational policies and procedures is desired.

• Excellent verbal and written communication skills are a must.

• Leadership and project management abilities are crucial for this role.

• Vendor management experience, particularly in contract negotiation and service quality oversight, is important.

• A high level of attention to detail and a proactive approach to working both independently and collaboratively are crucial.

Education: BA/BS degree required.

Experience: Six years or more of progressive, responsible office work experience in a similar environment

Other: Valid driver’s license and acceptable driving record with OHU required levels of coverage for auto insurance

Physical Demands & Work Environment

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role in a professional office environment; however, some active office tasks are required, including the ability to move about inside the office, to access filing cabinets, office machinery, etc. This position requires the capacity to move file boxes, office products and supplies, weighing up to 20 pounds. The position requires visual and auditory acuity within professionally determined normal ranges, with correction if need; and manual dexterity sufficient to operate a
computer and office equipment, including, but not limited to, the telephone, computer, and copier. Occasional local and regional travel is required for this position.

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Supervisor                                          Date

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as
necessary. In addition, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.
One Hope United provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, One Hope United complies with applicable state and local laws governing nondiscrimination in
employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
One Hope United expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of One Hope United’s employees to perform their job duties may result in
discipline up to and including discharge.