Executive Assistant, The Hatchery Chicago

The Hatchery is a non-profit incubator that helps food & beverage entrepreneurs grow their businesses. It is a one-stop-shop aiming to solve three major challenges in the industry: access to production space, financing, and resources. The Hatchery is building one of the largest food & beverage incubators in the U.S. and will be among the first to be built from the ground up. The Hatchery currently operates out of one of the oldest and largest business incubators in the U.S., the Industrial Council of Nearwest Chicago (ICNC).

We are looking for a highly organized and personable individual who is excited to work with a non-profit. You will have the exciting opportunity to help us grow this budding organization that will have a major impact on the local community through job creation and economic growth. This role includes supporting the executive team with day-to-day administrative operations, board planning and documentation, H.R. tracking, supporting weekly events, and responding to inbound inquiries.

Looking for someone with strong organizational and communication skills who enjoys working in a dynamic, fast-paced, and entrepreneurial environment.

Responsibilities

  • Record and answer inbound inquiries directed to executive team
  • Manage scheduling and communications for executive team
  • Organize financial documents including invoices, receipts, and checks
  • Develop filing systems to help track and organize materials
  • Manage bookings and coordination for events and meetings
  • Write and distribute emails, correspondence memos, letters, and forms
  • Order necessary supplies for executive team
  • Collect and complete grant applications
  • Track commitments and obligations
  • Board management support
    • Communicate with board members
    • Schedule and coordinate board meetings
    • Develop and prepare board documentation
    • Take and transcribe minutes
  • H.R. documentation

Requirements

  • Proven experience as an executive or administrative assistant
  • Experience with typing and transcribing minutes
  • Proficiency in MS Office (Word, Excel, PowerPoint)
  • Experience with grant applications and documentation
  • Experience with Customer Relationship Management (CRM) software and WordPress a plus
  • Must be a quick learner with proven ability to work efficiently with high accuracy
  • Must be comfortable with managing multiple sets of priorities on a tight timeline
  • Exceptional organizational skills and ability to multitask efficiently
  • Strong ability to engage with a wide range of people professionally
  • Ability to manage multiple points of view and maintain composure
  • Strong prioritization skills
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Passionate about food and helping create sustainable economic growth in local communities
  • Knowledge of office management systems and procedures
  • Basic understanding of Quickbooks

Beneficial Experience

  • Work and understanding of the food & beverage industry
  • Notary public
  • Grant applications
  • Advanced Quickbooks
  • CRM

Please submit your resume and cover letter to nancy@industrialcouncil.com.

Subject heading should read: “Application: Hatchery Executive Assistant”