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Position: Secretary/Receptionist

Department: Grand Secretary | Location: Chicago, IL

Position Description

Come be a part of the Elks quiet network of good deeds! The Benevolent and Protective Order of Elks of the USA has an opening for a Secretary/Receptionist in our Chief Operating Officer’s office.     

The Benevolent and Protective Order of Elks of the United States of America is one of the oldest and largest fraternal organizations in the country. Since its inception in 1868, the Order of Elks has grown to include nearly 750,000 men and women in more than 1,800 communities.

The Elks are committed to the ideals of charity and patriotism. To that end, the Elks have now disbursed, over the course of the Elks history, more than $3.6 billion in cash, goods, and services to the nation's youth, its veterans, the disadvantaged and those with special needs, and to individuals and groups in support of patriotic and civic programs. Annually the Elks give more than $200 Million in this fashion, and the Elks are one of the largest private providers of college scholarships in the nation.

Responsibilities include:

Administrative Responsibilities:  Perform office administrative duties to maximize the effectiveness of the department.

  • Originate forms of communication and correspondence.
  • Assist in research and preparation of reports; prepare schedules for internal/external reporting.
  • Provide backup to team members in their absence.
  • Relieve COO of routine administrative duties.
  • Maintain confidential files.
  • Handle details requiring extensive confidentiality, discretion and independent judgments.
  • Respond to correspondence and institute follow-up.
  • Engage in daily contact with personnel from all levels of the organization as well as the public.

General Clerical Duties:

  • Greet visitors/answer phone calls, determine callers’ needs and direct them to the appropriate person or take messages.  Perform follow-up as necessary.
  • Typing.
  • Data entry.
  • Schedule meetings, rooms, travel, conferences, etc., and coordinate calendars as requested.
  • Operate a variety of office machines to photocopy, fax, and document production using established formats.
  • Demonstrate knowledge and understanding of all policies and procedures and the ability to reference them from appropriate books and manuals, etc.
  • Organizes and prioritizes information to promote efficiency within the department:
  • Ensure files are up to date and papers and files are clearly marked for easy access.
  • Retrieve information from files when needed.
  • Complete work within the appropriate timeframe in order to prevent backlog.
  • Perform data entry within the appropriate timeframe.
  • Maintain appropriate levels and monitor office supplies, equipment, and other materials.
  • Maintain databases.

RequirementsQualified candidates must have a minimum of one year of experience or a Bachelor’s degree.   Must have excellent business communication skills, both verbal and written; High level of interpersonal skills to handle sensitive and confidential situations; poise, tact, and diplomacy; must have a positive perspective and patience; ability to communicate effectively and be able to diffuse upset callers; Must have excellent follow-through; strong organization skills; Must be able to perform complex problem resolution and discrepancy investigation; Must have proficiency in the Microsoft Office applications including Word, Excel, and Outlook; knowledge of Access helpful. Must have strong attention to detail; Excellent spelling and grammar skills; ability to set priorities and meet deadlines; analytical ability is required to gather and summarize data for reports, identify problems and find solutions to various administrative problems.   Must have the ability to consistently make decisions/choices without direct supervision.  Must have excellent typing skills; Knowledge of use and operation of standard office equipment; Ability to work individually as well as participate on teams.  Position may require (overnight) travel to the annual convention.  Some legal experience helpful, (specifically with appellants, defunct, motions, etc.)

Compensation is based on experience.

Come work for the Elks and feel good that what you do truly does make a difference.

A cover letter and resume are required for consideration. Accepted file formats are: .doc, .docx, .rtf, and .pdf. The application process includes completing a pre-employment test. Please allow approximately 30 minutes of time when applying.

No phone calls, please.

Equal Opportunity Employer


 
 
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