Special Assistant to the CEO
Reports to Chief Executive Officer (CEO)
Job Summary
The Special Assistant is responsible for supporting the CEO through a combination of project
management, writing and editing, research, and high level administrative and relationship support
functions. Coordinates special projects, compiles information and completes complex reports and
analysis. Works independently or with senior leadership. Interfaces with external stakeholders
including senior representatives of state, local or federal government agencies and/or private sector
companies. Sensitivity to confidential matters, a high level of professionalism, tact and diplomacy
are paramount.
Key Responsibilities and Duties
Manages internal and external special projects in coordination with other departments and/or
organizations on behalf of the CEO.
Researches and prepares materials, policy briefings, talking points, speech drafts or presentations
and proposals on a variety of workforce development matters for key internal or external
audiences.
May schedule, prepare materials and notes, and ensure follow-up for various stakeholder
meetings including staff, Board or other meetings.
Drafts and edits various documents including internal/external correspondence. Creates and
maintains files, reviews drafts and finished documents for accuracy and grammar, including
documents of a sensitive or confidential nature.
Participates in meetings, taskforces and workgroups both internally and externally on behalf of
the CEO.
Coordinates with the Executive Assistant to the CEO to manage the CEO’s Office;
Assumes responsibility, in the CEO’s absence, for ensuring requests for action or information,
which would normally receive the CEO’s attention are made known to responsible managers or
personnel who can satisfy the request. Monitors resulting activity for purposes of briefing the
CEO.
Provides analytical and specialized administrative support to relieve Executive of and/or assist
with complex details and advanced administrative duties.
Assists in coordinating activities between the agency and various outside parties including
corporations, non-profit organizations, foundations, sub-grant recipients and local and state
elected officials.
May assist with the preparation of regular grant reports by calculating figures, entering
information, collating materials and securing confidential financial data to be presented.
Makes high level contacts of a complex nature inside and outside of the agency.
Keeps abreast of Executive’s immediate and long-term commitments and plans; identifies
conflicts, flags problems for intervention and corrects course as appropriate.
Demonstrates an ability to interact with persons of all backgrounds, cultures and affiliations
within all levels of government, business or non-profit entities.
Supports other Partnership team members, particularly executive-level staff as necessary.
Oversees special projects assigned by the Executive.
Performs other tasks and duties as assigned by the CEO.
Minimum Qualifications:
• Bachelor’s degree from accredited college or university OR equivalent 5+years’
experience in a fast-paced, large non-profit or public or private sector organization
supporting an executive-level individual or team.
• Significant Project Management experience on behalf of senior executive.
• Superior research, analytical, planning, organizational skills, and detail-orientation
• Strong customer-service orientation
• Ability to manage multiple projects, and competing priorities while adhering to deadlines
• Excellent oral and written communication skills
• Ability to work independently, exercise mature professional judgment, and use
discretion;
• Comfortable in team-oriented environment based on open, transparent, continual
communication, information sharing and inclusive decision-making;
• Must be open to feedback and professional development
• Capable of “managing up” to ensure deadlines are met and priorities kept
• Must demonstrate utmost integrity; respect for confidential information
• Advanced knowledge of Microsoft Office Suite, including Microsoft
Outlook, Word, Excel, and PowerPoint is required. Ability to act as
resource for other staff.
• Bilingual skills helpful.
• Possession of a valid Driver’s License and automobile insurance or
equivalent ability to travel to and from work and within the entire bounds
of Cook County.
Knowledge, Skills, Abilities and Other Characteristics:
Thorough knowledge of principles of project management;
Knowledge of good office management principles, supervisory and training techniques;
Excellent problem-solving, decision-making, interpersonal and communication (written and
verbal) skills;
Editing and proofreading skills are essential;
Strong organizational skills that reflect ability to perform and concurrently prioritize multiple
projects with competing deadlines;
Skill and accuracy in the control, organization and maintenance of files and records;
Strong communication skills; ability to exercise diplomacy, gather information from others,
make inquiries and synthesize information; ability to convey information and explain or discuss
organizational policy and procedure with others in person or by telephone;
Skill in the application of complex instructions, written and verbal; ability to accurately relate such
instructions in full or part to other staff;
Ability to coordinate several tasks at one time and perform well under pressure; ability to fill in
for and perform the duties of designated staff, as needed; ability to relieve management of certain
key functions;
This position may require traveling to work assignments for which the employee must provide
his or her own adequate means of transportation.
The duties listed are NOT set forth for purposes of limiting the assignment of work.
They are not to be construed as a complete list of the many duties normally to be
performed under a job title or those to be performed
temporarily
outside an employee's
normal line
of work.
