Administrative Assistant and Office Administrator

Legends of Basketball•Chicago, IL

13h•Onsite

About The Position

The Administrative Assistant and Office Administrator supports the CEO and Chief of Staff and ensures the organization’s day-to-day operations run smoothly. The role provides executive support, office administration, meeting and board coordination, vendor management, and administrative project execution. It is a highly visible position that coordinates among staff, board members, donors, partners, vendors, and external stakeholders. The position aims to maximize the effectiveness of the CEO and Chief of Staff, establish efficient administrative systems and workflows, support governance and leadership operations, maintain a professional and welcoming office, and track organizational commitments and follow-up. The role also supports fundraising, partnerships, and special events, anticipates operational needs, and handles confidential information with discretion. The job is based in person at the organization’s Chicago office, 4–5 days per week. Flexible hours may require work in excess of 40 hours per week when necessary, and overnight travel may be required as deemed necessary by the CEO. Reliable transportation is required for visits to off-site client locations.

Requirements

At least 5 years of experience supporting senior executives, preferably in a nonprofit, association, foundation, or mission-driven organization.
Exceptional organizational and time-management skills.
Strong written and verbal communication abilities.
Ability to manage multiple priorities with minimal supervision.
Demonstrated discretion and professionalism when handling confidential information.
Advanced proficiency with Microsoft Office and Google Workspace.
Strong attention to detail and follow-through.
Ability to work in person at the Chicago office.
Ability to hear and speak to communicate by phone, Zoom, or other modes with people inside and outside the office.
Visual ability to review information on a computer and in hard-copy form.
Ability to sit and/or stand at a desk for extended periods and perform long hours of computer work.
Manual dexterity for computer keyboarding and use of office equipment.
Ability to lift at least 20 lbs and repeatedly move around the office during the day.
Flexible work hours, including work in excess of 40 hours per week when necessary.
Reliable transportation to visit off-site client locations.
Ability to perform overnight travel as deemed necessary by the CEO.

Nice To Haves

Experience supporting a CEO, Executive Director, President, or C-suite executive.
Experience working with nonprofit boards or directors.
Chicago-based.

Responsibilities

Manage complex calendars for the CEO and Chief of Staff, schedule meetings, resolve conflicts, and prioritize requests.
Prepare meeting agendas, briefing materials, presentations, reports, and correspondence.
Track leadership action items, deadlines, and follow-up tasks, and serve as a gatekeeper for executive time and priorities.
Support preparation for speaking engagements, donor meetings, board meetings, and special events.
Process expense reports, reimbursements, invoices, and related administrative documentation in partnership with finance and accounting.
Draft, proofread, and edit communications on behalf of leadership, handling sensitive information professionally and discreetly.
Manage daily office operations and maintain a welcoming, organized, and professional workplace.
Oversee office supplies, equipment, technology coordination, email, shipping, and vendor relationships.
Maintain organizational files, records, databases, administrative systems, shared calendars, contact databases, and documentation.
Coordinate onboarding logistics for new staff, contractors, and interns.
Assist with budget tracking, invoice processing, and administrative recordkeeping.
Identify and implement process improvements to increase efficiency and effectiveness.
Coordinate office meetings, staff gatherings, and organizational events.
Coordinate Board of Directors and committee meetings; prepare board packets, agendas, meeting materials, and presentations.
Record and distribute meeting minutes and action items, and maintain governance records and board documentation.
Support communications between leadership and board members, as well as annual planning and governance-related administrative activities.
Provide administrative support for fundraising, partnerships, and special events.
Coordinate communication and follow-through among staff, board members, vendors, partners, and key stakeholders.