Administrative Associate

Rotary International - Evanston, IL (30+ days ago)4.3

Job Title: Administrative Associate
Area: Strategy and Enterprise Projects
Reports to: Chief Strategy Office
Classification: Exempt

Organization Overview
Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotary International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. We offer all this and more. Come join us. Visit to learn more.

Rotary’s commitment to diversity
One of Rotary’s values is diversity, which we define as embracing diversity in thought, culture, and perspective. As such, we welcome and encourage highly-qualified candidates with diverse experiences and backgrounds to apply.

General Overview
Responsible for supporting the Chief Strategy Office (CSO) in the strategic planning efforts of Rotary International, The Rotary Foundation, and the Secretariat. This position works independently with Secretariat staff and with the CSO on specific duties related to strategic planning, research and external engagement. Additionally, the position will assist the CSO and other staff members in budgeting and in coordinating and facilitating meetings with senior management, leadership, and committees. The position will be responsible for administrative and logistical support of all meetings, agendas, and other related items. This position serves as a liaison to divisions and coordinates delivery of tasks/projects.

High school diploma required; Associate/Bachelor degree or equivalent preferred.

Prior Experience

Minimum of two years of experience in a fast-paced corporate/professional office environment.

Preparation of budgets and planning documents.

Knowledge and Skills

Strong organizational and administrative skills.
Excellent written and interpersonal communication skills.
High attention to detail and commitment to accuracy.
Must be able to manage multiple priorities and work with strict timelines.
Excellent customer service skills and ability to work with cross-functional teams.
Ability to work independently.
Strong computer skills, including Excel, Word, PowerPoint, Outlook, and SAP.
Experience in budgeting, planning, and strategy preferred.
Understanding of the concept of establishing goals, objectives, and performance metrics.

Specific Duties

Supports the CSO in overseeing the facilitation and communication of the strategic planning efforts, including documentation of established goals, objectives, action plans, and performance metrics.
Assists with the drafting of strategic and implementation plans as directed by management for review and approval by Strategic Planning Manager, senior managers, General Secretary, and senior leadership as necessary.
Assists the CSO in producing quarterly status reports to senior management and leadership on the strategic planning initiative and the Secretariat’s performance metrics.
At the direction of the CSO, prepares and distributes meeting agendas and advance memorandum, communicates with meeting attendees, handles the logistics for such meetings, prepares the draft minutes of the meetings, and supports the CSO during the meetings.
Assists the CSO in monitoring the Secretariat’s detailed action plans and performance metrics to ensure progress.
Works with the CSO to coordinate departmental budget development and related system input.
Works with the staff to prepare planning resources and practices for review and approval by senior management and the General Secretary.
Works with the Strategy, Enterprise and Engagement team to analyze ideas for innovations to support the Secretariat’s strategic plan.
Coordinates communications to and from the CSO; answers mail and phone inquiries from Rotary leaders, staff members, Rotarians, general public; reviews all incoming faxes and mail, and responds or distributes, as appropriate; develops and maintains database records and tracks distribution of materials.
Composes internal and external correspondence on behalf of the CSO and senior Rotary leadership as necessary.
Maintains internal records, documenting SPC meetings, Joint Committee on Partnerships meetings and relevant materials.
Maintains filing system.
Utilizes on-line purchasing system to order office supplies; works with Purchasing Department for special orders and maintains appropriate inventory.
Assists in the management of logistics for committee meetings, including arrangements for room set-up, meals, hotel accommodations, meeting materials, etc.
Assists with special projects, as required.
Prepares and coordinates communications from the Office of Strategy, Enterprise and Engagement including potentially a quarterly newsletter to all staff.
Coordinates translation, printing, and distribution of materials related to the strategic plan.
Requests input for and compiles quarterly report from the general secretary to the Board and Trustees.
Develops internal and external correspondence on behalf of the Chief Strategy Officer and senior Rotary leadership.
Maintains the confidentiality of sensitive information discussed in meetings with senior level staff.
Provides support to the Strategic Planning Committee and the Joint Committee on Partnerships.
Drafts PowerPoint presentations and Board and Trustee items related to the Strategic Planning Committee and Office of Strategy and Enterprise Projects.Serves as the departmental representative for History and Archives, Operations/Procurement, Facilities/Cushman & Wakefield, and Financial Business Support (for budgeting and financial impact items).
Provides administrative and logistical support to the Chief Strategy Officer.

Supervisory Responsibility

Internal Contacts
Secretariat managers and staff, Rotary Senior Leaders.

External Contacts
Rotarians, International Office staff, vendors, consultants.

Equipment Used
PC, phone, copier/printer/scanner, presentation equipment (e.g. projectors, whiteboards, flipcharts).