Career Opportunities with YWCA Metropolitan Chicago
A great place to work.
Career Opportunities with YWCA Metropolitan Chicago
A great place to work.
Current job opportunities are posted here as they become available.
| Department: | Admin - Executive |
| Location: | Chicago, IL |
POSITION TITLE: Director of Executive & Operational Excellence
STATUS: Exempt, FT GRADE: 6 SALARY: $80K-$95K/yr
DEPT: Administration PROGRAM: Executive Management Team
REPORTS TO: Chief Executive Officer SUPERVISES: N/A
SUMMARY: As a key member of YWCA of Metro Chicago team, this role supports the Office of the CEO including, Operations of the Executive team, Board of Directors Management as well as operational oversight of select administrative budgets and executive team performance management. This role also supports/collaborates on employee centered engagement.
ESSENTIAL RESPONSIBILITIES:
Executive Support
• Completes a broad variety of administrative tasks for the President & CEO including managing an active calendar of appointments, while ensuring CEO is prepared with logistics and details
• Participates periodically as an adjunct member of the Executive Team including assisting in scheduling, setting agendas, and attending all meetings.
• Communicates directly, and on behalf of CEO with Board members, donors, YWCA staff, and others, on matters related to CEO.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action.
• Provides a bridge for smooth communication across the entire YWCA Metro Chicago Executive team and internal departments.
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to organizational success and manages a variety of special projects, many of which may have organizational wide impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Liaison Leadership and Support
• Serves as the liaison to the YWCA of Metro Chicago’s fifty plus member board of directors, maintaining strong, positive relationships with board members while ensuring discretion and confidentiality
• Ensures the timely preparation, publishing and distribution of materials (e.g. requests, agenda, schedules, grant docket, notices, resolutions, etc.) for the Board and Board Committee meetings. Coordinates with other departments to provide approved content.
• Oversees the Board and Board Committee calendars; helps determine and plan the frequency of meetings. Manages complex calendars and logistics for meetings, retreats and site visits for Board members. Takes notes and summarizes key points discussed at these events.
• Serves as board governance expert ensuring adherence rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Manage board demographics and develop a dashboard to support board decision making; ability to develop and administer surveys to board. Leads new member board orientation.
• Partners with Executive Team, including Program Chiefs, Strategic Engagement and People Leaders to provide administrative support for board and committee meetings including agenda and presentations or other supporting documents
• Key committees include finance, audit, development and communications and program advocacy.
Operational Excellence & Project Management
• Supports the CEO and the Executive Team in tracking of progress toward annual performance metrics, goals, including management of dashboard, capturing important information/metrics enterprise-wide
• Collaborates with the CEO on reporting, designing and/or compiling reports, ad hoc presentations, briefings, and communications for internal/external stakeholders. Inclusive of development across a variety of platforms including PowerPoint, excel and word.
• Manages budgets for Executive Office and Board as well as select centralized general administrative expenses for the entire organization e.g., offices expenses, memberships, subscriptions, etc. Partners with Finance & Accounting to recommend policies to improve efficiency, management, and drive cost savings.
• Serve as the project manager to a variety of special projects that benefit the organization including but not limited to annual employee events and meetings; volunteer engagement activities and ad-hoc community-based programs and events in partnership with program staff.
• Commitment to continuous improvement in the operations of the Executive Team, the Board of Directors, and the Internal Communications across the organization.KEY DELIVERIABLES:
· Accurate, comprehensive, up-to-date schedule to include schedule adjustments based on sound decision making relative to CEO-identified priorities of people and activities
· Comprehensive, accurate, efficient, coordination of resources needed for all CEO- related engagements, i.e., speaking dates, meetings, appointment, Board activities, etc.
· Participant feedback on events experience indicates expectations relative to budgets, quality, and specialness of the experience meet/exceed expectations.
· Timely, accurate, comprehensive Board communications.
· Executive Team Members consistently express satisfaction with effectiveness of collaboration/support provided.
· Universal Board member feedback indicating the high quality of the relationships established and support provided.
· Vendor, consultant, contractor outcomes are in alignment with agreed-upon services to be provided. · Well-managed office—no downtime due to lack of supplies or equipment breakdowns.
PERFORMANCE EXPECTATIONS:
· Performs responsibilities with demonstration of strong interpersonal skills of approachability, compassion, authenticity, listening, and openness to new ideas
· Responds to requests for service with enthusiasm and a sense of wanting to be helpful and responsive.
· Welcomes the opportunity to problem solve in an innovative, creative manner; “You can count on me!”
· Methodical and insightful in project planning and execution.
· Agile in shifting priorities and managing multiple tasks simultaneously.
· Sets and achieves deadlines.
OTHER DUTIES AS ASSIGNED: Other duties outside of the responsibilities of the position may be assigned, whether for a project, special needs task, or other assignment.
QUALIFICATIONS/COMPETENCIES:
· Accountability: Effectively manages own work, and work of teams when relevant, ensuring delivery of high-quality work.
· Diverse Communication Skills: Uses effective written and oral communication with internal and external stakeholders, including Board of Directors; demonstrates empathy and active listening. Ability to put compile board presentations, reports, meeting agenda’s and minutes.
· Critical Thinking: Consistently identifies, gathers, and applies relevant information to work.
· Customer-Service Orientation: Recognizes needs of diverse stakeholders and approaches relationships with a service-orientation, to ultimately maximize impact.
· Growth Mindset: Views growth as important for personal and professional development; seeks out opportunities to expand skills, even if change is required.
· Development Planning: Breaks down projects and tasks into process steps, while
considering appropriate stakeholders, and executes them effectively; adjusting timelines and prioritizing as necessary.
· External Relationship Builder: Invests in and builds strong, trusted relationships with partners. Builds market position by locating, developing, defining, and closing business relationships.
· Strategic Thinking: Considers the future of the organization proactively and responsively;
weighs diverse inputs to inform strategies; identifies innovative opportunities when relevant.
· Strengths Profile/Qualifications/Competencies.
· Confident, authentic and agile in deciding and acting in situations that require an immediacy that excludes consultation with leadership.
CERTIFICATION(s) REQUIRED: N/A
OTHER REQUIREMENTS: This position will require documented proof of full COVID-19 vaccination
WORK ENVIRONMENT: The work environment includes offices; members and visitors may visit with children. The noise level is usually moderate. Movement requirements include walking, stooping or kneeling. There may be a need to reach, lift or move objects, such as packages, supplies and computers. Normal (or corrected) vision range; ability to see color and to distinguish letters, numbers and symbols are necessary to the work, which may require close viewing. Occasionally may need to lift and/or move up to 30 pounds. Communication needs include seeing, hearing and speaking. While in the office, there will be periods of sitting, holding a telephone and using computers. Reasonable accommodations may be made for an incumbent to meet the essential responsibilities of the position.
WORK SCHEDULE: Monday – Friday, 9:00am-5:00pm, on a hybrid work schedule with a minimum of three in-office days per week. The schedule can vary depending on the needs of the agency.
