Sisters in Cinema Executive Assistant
About the Role
The Executive Assistant (EA) is a new role at Sisters in Cinema. The Executive Assistant is an enthusiastic and motivated individual with a passion for administrative excellence and a drive for social justice. This individual’s primary responsibility is to assist the CEO in any and all areas of their work with Sisters in Cinema and Sisters in Cinema Productions. If you’re someone who thrives in a dynamic environment and understands the vital role administrative support plays in organizational success, we want to hear from you.
The Executive Assistant reports to the Chief Executive Officer and works closely with the Executive team. This position is full-time, salaried, and based on the south side of Chicago. It sometimes requires work on evenings, weekends, and other non-standard work hours.
The Objectives You Will Meet
As the Executive Assistant, you will be responsible for assisting the CEO by providing a wide range of administrative support focused on development, production and general executive office duties.
- Support the CEO’s administrative needs
- Engage with every member of the Executive team and facilitate cross-departmental activities, projects, and communication
- Assist in ensuring the Executive office runs smoothly
- Manage scheduling and logistics for staff meetings
- Assist CEO and Development consultants as needed
- Act as point of contact between Executive leadership team and board
How You Will Meet These Objectives
- Schedule appointments and maintain calendars
- Organize internal and external meetings
- Take notes at meetings
- Assist with management of projects and priority issues
- Track project timelines and priority issues
- Draft, proofread, and submit correspondence and documents
- Maintain various spreadsheets to track budgets, projects, and contacts
- Handle correspondence and reports
- Manage board communications and meeting schedules
- Maintain electronic and physical filing systems
- Coordinate travel arrangements
- Continuously improve administrative processes
- Support administrative needs related to work with development consultants
- Manage supplies and donor recognition products
- Maintain internal donor and grants databases and calendars
- Assist with drafting, proofreading, and submitting grant applications
- Process contributions and pledges
- Generate donor acknowledgment letters
- Assist with grant reporting
- Assist with logistics for donor-related events
- Improve Development processes continually
Media Arts Center Support:
- Assist as needed with CEO curated exhibitions and programs
- Assist as needed with CEO curated screenings
Sisters in Cinema Productions Support:
- Assist as needed with CEO produced documentary projects
Your First 90 Days
- Assist the CEO with all activities related to and resulting from the opening of the Media Arts Center
- Assist with all donor and grant activities related to and resulting from the launch of the Media Arts Center.
- Assist the CEO with board communications and meeting schedules
Who You Are
At Sisters in Cinema, we welcome and embrace a variety of backgrounds, perspectives, and approaches to work. We also understand the importance of being transparent in our expectations. If you meet the expectations below, we welcome you to apply.
- Motivated and Organized: You’re highly organized, motivated, and adaptable to changes in our dynamic organization.
- Detail-Oriented: You have a keen eye for detail, and you’re able to anticipate potential issues and address them proactively.
- Strong Communicator: Whether you’re communicating through emails, phone calls, or collaborative efforts, you are always clear and concise.
- Tech-Savvy: High Proficiency in Microsoft Office, Google Suite, Calendly, and Zoom scheduling is essential. You’re comfortable with technology and can adapt to new tools.
- Flexible and Resilient: You’re ready to pivot and adapt to new challenges and opportunities as our organization evolves.
- Team Player: You work well within a team, collaborating effectively with colleagues and supporting their efforts.
- Cultural Sensitivity: You have experience fostering diverse and inclusive work environments, and you’re open to continuous learning.
- Familiarity with Sisters in Cinema’s mission and initiatives
- Previous experience with non-profits or social justice organizations, including working with databases and donor-communication systems
- Professional demeanor, trustworthiness, and discretion
- A 2+ year track record of success in administrative roles
- A strong interest in social justice and access
- Ability to offer strategic insights and guidance to align tasks with organizational goals to help the CEO stay focused and make informed decisions.
Physical Requirements and Work Environment
- Remain in a stationary position/location, often sitting for prolonged periods in an indoor office environment.
- Must be able to navigate throughout various offices of the building.
- Communicate with others to exchange information and perform duties.
- Ability to read materials on a computer screen.
- Repeat motions that may include the wrists, hands, and/or fingers.
- Moderate noise level consistent with an office environment.
- Ideally has a driver’s license and access to a car.
How We Invest in You
We offer competitive compensation ranging from $40,000-$45,000.
Sisters in Cinema provides 100% premium coverage of health, dental, vision, and life insurance. All employees are eligible to participate in the Organization’s medical benefit plan, pursuant to the medical benefit plan’s eligibility terms, effective on the first day of employment. The premiums are fully paid for by Sisters in Cinema, except in instances where employee contributions are mandated by the insurance carrier.
Employees are eligible for a 401(k) retirement plan.
Paid Time Off
Sisters in Cinema recognizes the importance of time off from work. The office is closed for 10 holidays. Annually, full-time employees receive 10 vacation days (15 at the two-year mark) and 6 safe and sick leave days. Sisters in Cinema offices are also closed from December 24 – December 31, so our team can prioritize rest and well-being at the end of the year.
This position is based in Chicago, IL. All staff are currently working with a hybrid office/remote schedule until the Media Arts Center opens in March. The current office is located at 7140 S Yates Blvd., Chicago, IL 60649. The Media Arts Center is located at 2310 E 75th St, Chicago, IL 60649.
Sisters in Cinema is an at-will and equal opportunity employer. As such, we strongly encourage and seek applications from all backgrounds, including but not limited to women and gender nonconforming individuals, people of color, bilingual and multicultural individuals, people with working class backgrounds, people with disabilities, as well as members of the LGBTQIA2S+ community.
Applicants with Disabilities
Reasonable accommodations will be made so that qualified disabled applicants may participate in the process. Please let us know how Sisters in Cinema might be able to meet your accessibility needs in writing at the time of application.
More About Sisters in Cinema
Sisters in Cinema was founded in 1997 as an online resource for and about African American women media makers. Today, we are a Chicago based 501(c)3 non-profit with an inclusive mission to center and celebrate Black girls, women, and gender nonconforming media makers, providing programs designed to educate, raise visibility, and support and serve our communities. We envision a world where all Black girls, women, and gender nonconforming media makers and storytellers have equal opportunities to create and thrive. To learn more, visit: www.sistersincinema.com.
How to Apply
To apply for this position, complete this application in its entirety. In it, we will ask you to upload your cover letter, résumé, and include a list of three work-related references who can speak to your qualifications for this position.
In your cover letter, we invite you to respond to the following prompts:
- Why is being Sisters in Cinema’s Executive Assistant the next best step for you professionally?
- What motivates you to want to join Sisters in Cinema?
- Tell us why our vision statement is important to you. (We envision a world where all Black girls, women and gender nonconforming media makers and storytellers have equal opportunities to create and thrive.)
Applications are rolling until the position is filled. We will begin reviewing applications on February 19, 2024.
Start date: Spring 2024.
Have questions? Send an email to email@example.com. We check our inbox daily Monday-Friday.
Hiring companies: We will not respond to emails about this position.