28 days old

Administrative Assistant

Rotary International
Evanston, IL 60201
Job Title:           Administrative Assistant

Area:                  Programs & Member Services

Reports to:        Chief Programs & Member Services Officer

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 www.rotary.org to learn more.


Rotarys Commitment to Diversity

One of Rotarys 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.



This position is responsible for providing administrative support to the Chief Programs & Member Services Officer, Senior Director and Directors of the Programs & Member Services area. This role assists on special projects as appropriate, prepares reports and presentations, handles correspondence, schedules appointments, answers inquiries and performs related duties.


You Will Have

  • Bachelors Degree or equivalent work experience

  • A minimum of five years administrative/secretarial experience

  • Strong organizational skills with high attention to detail and commitment to accuracy

  • Strong interpersonal skills which are required to work with Secretariat staff and Senior Leaders

  • Proficiency with Microsoft Office (Word, Excel, PowerPoint and Outlook)

  • Excellent customer service, negotiating, and team building skills

  • Strong writing skills for communication with a variety of constituents

  • Willingness to assume responsibility and follow-through.

  • Strong multicultural sensitivity

You Are Good At

  • Managing confidential issues with great discretion and professionalism

  • Handling multiple tasks and prioritizing appropriately

  • Working efficiently with detail under time constraints

  • Effectively prioritizing and work independently and as a team member


You Will Be Responsible For

Administrative Tasks

  • Providing general administrative/secretarial support to the Chief Programs & Member Services Officer (CPMSO) and Senior Director including managing emails, presentation preparation, meeting preparation and drafting correspondence.

  • Maintaining the CPMSO calendar; preparing supporting paperwork for appointments; and coordinating logistical arrangements for all assigned meetings.

  • Creating and maintaining correspondence, filing, schedules and other work-related materials, including maintaining vacation schedules, absences, etc.

  • Preparing expense statements and reconciling corporate credit card expense reports.

  • Handling routine correspondence, letters and phone messages and preparing draft responses to incoming correspondence.

  • Organizing, examining and maintaining departmental electronic files (budget files, Board and Trustee decisions, copies of contracts, etc.).

  • Ordering and maintaining department supplies and performing other general administrative duties.

  • Maintaining Programs & Member Services portal pages and other area communication vehicles to keep up-to-date and accurate.


MBS Support

  • Coordinating the development of the staff lists for the International Assembly, Conventions, and Council on Legislation (soliciting name submissions from managers throughout the organization, finalizing details for invitations, etc.)

  • Supporting communications for the Programs & Member Services area including the quarterly staff meetings (scheduling, agendas, coordinating presentations), monthly staff emails, and weekly Programs & Member Services director meetings

  • Special projects as assigned.




  • Preparing budgets for the CPMSO cost center and monitoring monthly reports.

  • Coordinating the area budget process for the 70+ cost centers in Programs & Member Services, including communicating deadlines, tracking completion of budgets, and preparing materials for CPMSO review. 



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



Posted: 2019-02-19 Expires: 2019-03-21

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Administrative Assistant

Rotary International
Evanston, IL 60201

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