Naturally Chicago Job Posting — Executive Assistant

Dec 11

Written By Bob Benenson

EXECUTIVE ASSISTANT

JOB DESCRIPTION

ABOUT NATURALLY CHICAGO

Naturally Chicago is a membership organization and the hub of Chicago’s fast-growing Good Food and Naturally Products ecosystem. We help brands grow through live events, webinars, collaborative programming. and networking. Naturally Chicago is one of 11 regional hubs in the U.S., for which Naturally Network serves as a national coordinator.

RESPONSIBILITIES

This position supports the CEO in growing a comprehensive network and community to support natural product entrepreneurs. The Executive Assistant has responsibilities for:

member/volunteer engagement
event planning
sponsorship fulfillment
managing the CRM
implementing digital communications
preparing documents and presentations

The Executive Assistant is one of two full-time staff members for Naturally Chicago. The work is fast-paced, exciting and varied. Other team members include part-time consultants. Naturally Chicago has a highly engaged team of volunteer board and associate board members. The Executive Assistant will organize volunteer assistance to support program events and activities.

ADMINISTRATIVE AND OFFICE SUPPORT ROLES

Maintain the accuracy of our CRM (GlueUp) contact and billing records. Manage, track and distribute membership and sponsorship invitations, responses, account set-up, payments and renewals into the CRM system.
Schedule email renewal sequences in GlueUp. Keep membership data, lead nurturing data, and list segmentation up to date and functional.
Be a primary administrative liaison to Naturally Chicago sponsors and members. Respond to requests promptly, with courtesy and accuracy.
Assemble, layout and distribute Naturally Chicago Board and Executive Committee communications, including Board books, PowerPoints, minutes, meeting invites, and more.
Schedule invitations to Board, committee and program-related meetings. Distribute materials, track responses and distribute communications to groups.
Keep a centralized and organized “hub” for document sharing and manage appropriate access for team members.
Gather AI-generated meeting notes and action items from Zoom daily and provide them in a draft follow-up email to the meeting lead to review and distribute.
Support the CEO and other staff members and manage administrative details professionally.

PROGRAM AND EVENT COORDINATION

Work with the CEO and Program Committee to create and coordinate digital and in-person events. Manage details for venues, vendor agreements and contracts, speakers, promotional partners, sponsors, logistics, exhibitors, and guest needs.
Support organizers in planning programs and preparing speakers.
Manage event invitations, promotions, attendance and payments in our CRM.
Manage check-in process, nametags and on-site registration, and membership applications for all events. Coordinate volunteers.
Work with the Communications team to develop promotional assets and implement event promotion strategies.

DIGITAL COMMUNICATIONS IMPLEMENTATION

Work with our digital agency to set up and monitor our email marketing campaigns in Klaviyo. This will include brand-building communications, member cultivation streams, and member communications, according to the communications plan. You will do this work under the supervision of our communications team.
Expand Naturally Chicago’s presence and effectiveness on social media (LinkedIn, Instagram, Facebook, etc.) by interacting with posts on our behalf and responding to comments promptly.
Check data analytics weekly from Klaviyo, social channels, SEO, and GA to fill in our dashboard. Review progress with the communications team to discuss modifications to improve results.
Make requested updates to Naturally Chicago and Chicago Seed Co. websites on SquareSpace. Assure changes and updates are made with quality and following brand guidelines.
Work with the Communications Consultant to add sponsored posts for new members to the content calendar. Track delivery of promised sponsorship benefits across email marketing, newsletter mentions, and other digital marketing deliverables.
Use Canva to create graphics for social media, invitations, events, etc. Organize photos and digital assets in a shared brand folder.

Other Activities

Work with the CEO and staff to develop an internship program and recruit and help to manage one to two interns per quarter.
Vendor coordination, including Accounts Receivables follow-up.
Organizational and project budget tracking.
Development/refinement of PowerPoint presentations for meetings and sponsor outreach.
Liaison with Naturally Chicago’s Accountant on minor details.
Develop systems to follow up with members, get feedback, and ensure they feel valued.
Assemble/refine PowerPoint presentations for board and executive committee meetings and sponsor outreach.
Manage digital accounts and subscriptions.
Special projects as assigned.

QUALIFICATIONS

The candidate should be a highly organized systems thinker interested in advancing CRM, community-building, and event-planning skills.

The Candidate must have excellent verbal and written communication skills, the ability to learn and adapt to changes in digital communications tools, and enjoyment in working with others.

This is an excellent opportunity for a highly organized, detail-oriented self-starter passionate about Naturally Chicago’s mission to build a better food system with better-for-you and better-for-the-planet brands.

The candidate should be comfortable multi-tasking in a fast-paced virtual environment and be proficient in all social media platforms, Microsoft Office Suite (PowerPoint, Word, Excel, Outlook), CRM systems, Canva or other graphics design software, and Slack. Photography and videography capability and facility with photo and video editing not required but desirable.

Bachelor’s level college degree or relevant work experience.
At least 3 years of experience in office management, administrative support, marketing, and communications execution.
Proficiency in Microsoft Office/Google Drive programs for Word, Excel, and Slides/presentations.
Website content management and SEO management experience in Squarespace, Wix, WordPress or similar back-end program.
Proficiency in Canva and ability to follow brand guidelines to create digital assets.
Experience working with and managing a CRM such as GlueUp.
Proficiency in email marketing and social media content management platforms such as Klaviyo and Hootsuite.
Excellent verbal and written communication skills.
Ability to tailor messaging and content to fit audience specifications.

SALARY

$48,000 to $60,000 per year, plus benefits including 401K with 5% match. Blue Cross health insurance, dental, and disability insurance.

APPLICATION PROCESS

Applicants should send a cover letter, resumé and professional references to info@naturallychicago.org. Telephone inquiries are strongly discouraged. Naturally Chicago is an equal opportunity employer.

Bob Benenson

Naturally Chicago Job Posting — Executive Assistant

EXECUTIVE ASSISTANT

JOB DESCRIPTION

ABOUT NATURALLY CHICAGO

RESPONSIBILITIES

This position supports the CEO in growing a comprehensive network and community to support natural product entrepreneurs. The Executive Assistant has responsibilities for:

member/volunteer engagement

event planning

sponsorship fulfillment

managing the CRM

implementing digital communications

preparing documents and presentations

ADMINISTRATIVE AND OFFICE SUPPORT ROLES

Maintain the accuracy of our CRM (GlueUp) contact and billing records. Manage, track and distribute membership and sponsorship invitations, responses, account set-up, payments and renewals into the CRM system.

Schedule email renewal sequences in GlueUp. Keep membership data, lead nurturing data, and list segmentation up to date and functional.

Be a primary administrative liaison to Naturally Chicago sponsors and members. Respond to requests promptly, with courtesy and accuracy.

Assemble, layout and distribute Naturally Chicago Board and Executive Committee communications, including Board books, PowerPoints, minutes, meeting invites, and more.

Schedule invitations to Board, committee and program-related meetings. Distribute materials, track responses and distribute communications to groups.

Keep a centralized and organized “hub” for document sharing and manage appropriate access for team members.

Gather AI-generated meeting notes and action items from Zoom daily and provide them in a draft follow-up email to the meeting lead to review and distribute.

Support the CEO and other staff members and manage administrative details professionally.

PROGRAM AND EVENT COORDINATION

Work with the CEO and Program Committee to create and coordinate digital and in-person events. Manage details for venues, vendor agreements and contracts, speakers, promotional partners, sponsors, logistics, exhibitors, and guest needs.

Support organizers in planning programs and preparing speakers.

Manage event invitations, promotions, attendance and payments in our CRM.

Manage check-in process, nametags and on-site registration, and membership applications for all events. Coordinate volunteers.

Work with the Communications team to develop promotional assets and implement event promotion strategies.

DIGITAL COMMUNICATIONS IMPLEMENTATION

Expand Naturally Chicago’s presence and effectiveness on social media (LinkedIn, Instagram, Facebook, etc.) by interacting with posts on our behalf and responding to comments promptly.

Check data analytics weekly from Klaviyo, social channels, SEO, and GA to fill in our dashboard. Review progress with the communications team to discuss modifications to improve results.

Make requested updates to Naturally Chicago and Chicago Seed Co. websites on SquareSpace. Assure changes and updates are made with quality and following brand guidelines.

Work with the Communications Consultant to add sponsored posts for new members to the content calendar. Track delivery of promised sponsorship benefits across email marketing, newsletter mentions, and other digital marketing deliverables.

Use Canva to create graphics for social media, invitations, events, etc. Organize photos and digital assets in a shared brand folder.

Other Activities

Work with the CEO and staff to develop an internship program and recruit and help to manage one to two interns per quarter.

Vendor coordination, including Accounts Receivables follow-up.

Organizational and project budget tracking.

Development/refinement of PowerPoint presentations for meetings and sponsor outreach.

Liaison with Naturally Chicago’s Accountant on minor details.

Develop systems to follow up with members, get feedback, and ensure they feel valued.

Assemble/refine PowerPoint presentations for board and executive committee meetings and sponsor outreach.

Manage digital accounts and subscriptions.

Special projects as assigned.

QUALIFICATIONS

The candidate should be a highly organized systems thinker interested in advancing CRM, community-building, and event-planning skills.

The Candidate must have excellent verbal and written communication skills, the ability to learn and adapt to changes in digital communications tools, and enjoyment in working with others.

This is an excellent opportunity for a highly organized, detail-oriented self-starter passionate about Naturally Chicago’s mission to build a better food system with better-for-you and better-for-the-planet brands.

Bachelor’s level college degree or relevant work experience.

At least 3 years of experience in office management, administrative support, marketing, and communications execution.

Proficiency in Microsoft Office/Google Drive programs for Word, Excel, and Slides/presentations.

Website content management and SEO management experience in Squarespace, Wix, WordPress or similar back-end program.

Proficiency in Canva and ability to follow brand guidelines to create digital assets.

Experience working with and managing a CRM such as GlueUp.

Proficiency in email marketing and social media content management platforms such as Klaviyo and Hootsuite.

Excellent verbal and written communication skills.

Ability to tailor messaging and content to fit audience specifications.

SALARY

$48,000 to $60,000 per year, plus benefits including 401K with 5% match. Blue Cross health insurance, dental, and disability insurance.

APPLICATION PROCESS

Applicants should send a cover letter, resumé and professional references to info@naturallychicago.org. Telephone inquiries are strongly discouraged. Naturally Chicago is an equal opportunity employer.

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