We’re looking for a half-time Assistant to the President.
The Assistant will perform administrative duties for Lightspan’s leadership team. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters may be required. The role is based in Chicago and it requires the ability to be in the office.
Objective:
- The assistant will enhance the company president’s effectiveness by providing information-management support; representing the president to others.
Responsibilities:
- Managing the day-to-day operations of the office
- Organizing and maintaining files and records
- Planning and scheduling meetings and appointments
- Managing operations projects and conducting research
- Preparing and editing correspondence, reports, and presentations
- Making travel and guest arrangements
- Providing quality customer service
- Must be able to work from our Chicago office at least part of the time
Job details:
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Represents the executive by attending meetings in the executive’s absence; speaking for the executive.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Completes operations projects by assigning work to vendors or other team members; following up on results.
- Works with insurance and other vendors to keep Lightspan’s employee benefits program running smoothly
- Prepares reports by collecting and analyzing information.
- Secures information by completing data base backups.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
- Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
- Contributes to team effort by accomplishing related results as needed.
Skills and Qualifications:
Writing Skills, Reporting Skills, Problem Solving Skills, Scheduling, Business Software Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication, Customer Service Skills
Our employee commitment:
Lightspan’s a pretty great place to work. We are close and friendly. We work hard and laugh hard. We are a group of unique individuals, each bringing their talents and nerdiness to the larger team. Everything we do is true to 12 values we all (including the company President) agreed to inject in our work at Lightspan:
Everything we do is true to 12 values we all (including the company President) agreed to inject in our work at Lightspan:
- Take Initiative – I will not wait until told.
- Be Responsible – I will take full responsibility for my work and it’s outcomes. I will fully own the value delivered by my work.
- Focus on results – I will not get caught up in the process. I will focus on outcomes, not process. What can I do with the resources I have? Be adaptable. Find a way. Think, do, keep moving forward. Demonstrate expertise.
- Be True – keep and fulfill my commitments
- Be Engaged – Work and act like this is the only and last job I will ever have
- Use Healthy and Direct Communication – No gossip and unhealthy assumptions. Address concerns in a proper fashion, without stirring up undercurrents by voicing complaints in an inappropriate manner or setting. Stand united as a company unit and take care to represent the company well.
- Act with Integrity – behave with truthfulness, integrity and respect and extend that graciousness to others as well.
- Act with Courage – Face and push through hard challenges. Be willing to accept tasks that are “above I” and do what is necessary to carry them through
- Trust – I will believe in ourselves as well as in others. I will assume and believe the best about others’ behavior and motives.
- Offer Respect – I will listen. I’ll remember we don’t know everything. I’ll strive to learn at every occasion. I’ll show appreciation and return the kindness of others.
- Be Resourceful – Do more with less. Care for Lightspan and Client resources as if they were my last dollars. I will not squander client, colleagues’ or Lightspan’s time or money.
- Be Growth-focused – When I don’t know, I’ll seek the answer. I’ll take responsibility for my career growth. I won’t treat my job like an internship, if not an intern. Lightspan will help me learn but I will be the driver of my own growth.
If you think you’re a fit and want to apply, please follow these instructions to a T: send an email with a cover letter that tells us why you’re the ideal candidate for the role.
1. Send an email with a cover letter that tells us why you’re the ideal candidate for the role. The cover letter can be your email to us, it can be an essay or a video. Any format is fine as long as you tell us, in a clear, honest and direct way why you’d be a fit for the role and why you think we’d be a fit for you.
2. Email your cover letter to hello@lightspandigital.com.
3. Email a one-page resume with your cover letter.
Thank you!
The Lightbugs