Rotary’s Commitment to Belonging
At Rotary, we foster a welcoming environment where all employees are valued and empowered. We are dedicated to creating meaningful opportunities and supporting the growth and well-being of our team. Join us in building a world where everyone can unite, take action, and create lasting change.
Position Overview
This position is responsible for the dedicated support provided to Rotary’s current and incoming presidential officers. They lead a team of three Executive Assistants, overseeing the coordination of presidential calendars, travel, communications, events, and administrative operations while promoting consistency, efficiency, and outstanding service across the support function. They serve as a strategic partner to both leadership and Secretariat staff and assist in the overall administration of the Senior Leader Support team, as needed.
You Will Have
- Bachelor’s degree or equivalent work experience required
- 5-7 years prior office experience required, with prior supervisory experience essential
- Proficiency with Microsoft Office required (Word, Excel, PowerPoint, Outlook, OneDrive)
- Strong multi-cultural sensitivity
- Availability for travel to approximately two meetings per year and to work irregular hours on occasion
You Are Good At
- Managing a dynamic team
- Overseeing multiple deliverables and prioritizing appropriately
- Handling confidential issues with discretion and professionalism
- Written communication, proof-reading and editing skills.
- Budgeting and financial experience
- Providing excellent customer service and team building
You Will Be Responsible For
Presidential Support
- Overseas the delivery of executive support services for the Office of the President, ensuring consistent, accurate, and timely execution of all administrative functions.
- Ensures seamless management of calendars, meeting coordination, travel planning, invitation correspondence, and event support. Serves as an escalation point for complex scheduling, protocol, and stakeholder management challenges.
- Delivers comprehensive orientation program for incoming presidents, working with key staff to prioritize key content, develop comprehensive schedules, and track necessary follow-through.
- Manages official correspondence for the Office of the President, including coordinating messaging from internal subject matter experts, securing necessary approvals, arranging for distribution via individual correspondence or mass email, and tracking of responses and necessary follow-through.
- Responsible for reconciling presidential expenses and monitoring operating budgets. Ensures compliance with organizational policies, procedures, tax and governance requirements.
- Coordinates with staff responsible for visa and passport processing of the president and president-elect, including analyzing travel schedules, securing necessary application information, and making recommendations regarding visa needs.
Leadership and Team Management
- Directly supervises a team of three Executive Assistants supporting the President, President-elect and President-nominee, fostering a collaborative and service-oriented culture. Responsible for recruitment, onboarding, training, performance management, employee engagement, and development of assigned staff.
- Develops and maintains documentation, procedures, and operating guidelines for executive support activities. Utilizes reporting and metrics to assess team performance, service delivery, and operational effectiveness.
- Monitors workload distribution and provides coverage strategies to ensure continuous support during absences, peak periods, and major organizational events.
Strategic Coordination and Relationship Management
- Builds strong working relationships with senior leaders, Secretariat staff, and key stakeholders to understand support needs and recommend improvements.
- Serves as a liaison between the Office of the President and internal staff teams to ensure timely completion of requests and organizational initiatives.
- Supports high-profile internal and external events by coordinating presidential participation and ensuring appropriate logistical and administrative support
- Taking on special projects
Leadership Attributes
- Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood.
- Collaboration: Builds partnerships and works jointly with others to meet shared objectives.
- Presence: Demonstrate composure and confidence.
- Productivity: Able to generate results that moves Rotary toward achieving its goals.
- Accountability: Have a clear sense of ownership and take personal responsibility for actions.
- Adaptability: Respond to changes willingly and recognize when to adjust based on the situation.
Salary Range
Why Work For Rotary?
- Generous medical, dental, and vision benefits package
- Progressive 401k matching contributions
- Above market and generous paid time off package
- Tuition reimbursement
- Professional development opportunities
- On-site cafeteria and coffee bar with special pricing for Rotary employees
- Flextime-several different work schedules to choose from
- Close to CTA, Metra, a variety of stores, and many food options
Please note:
- Rotary does not provide VISA sponsorship or relocation assistance
