Board & Executive Office Coordinator

Chicago Family Health Center•Chicago, IL

23h

About The Position

Chicago Family Health Centers is seeking a highly organized and proactive Board & Executive Office Coordinator to support executive leadership and board members. The role supports strategic operations through communication, scheduling, and administrative coordination in a fast-paced environment. The coordinator serves as the first point of contact for the administration office; manages calendars for the CEO and C-suite executives; prepares meeting agendas, materials, minutes, and follow-up actions; and coordinates board and committee meeting schedules and packets. The position also supports executive-office operations, including supplies, service requests, and secure records management in accordance with CFHC retention policies. The organization describes its culture as collaborative and inclusive and offers professional development opportunities and a supportive work environment. Chicago Family Health Centers is an affirmative action/equal opportunity employer committed to diversity, equity, and inclusion and prohibits discrimination on protected grounds.

Requirements

Associate's degree in business administration, office management, or a related field; equivalent education and experience may be considered.
At least three years of administrative experience, including at least one year supporting senior executives or a leadership team.
Experience supporting a board of directors or taking minutes for governance or leadership meetings.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and collaboration tools such as Zoom, Microsoft Teams, and/or RingCentral.
Excellent verbal and written communication skills and professional telephone and in-person etiquette.
Strong organizational and time-management skills, including the ability to prioritize multiple tasks, anticipate needs, and meet deadlines in a fast-paced environment.
High attention to detail and accuracy in proofreading, data entry, and document preparation.
Discretion and sound judgment in handling sensitive and confidential information.
Ability to work independently and collaboratively with executives, board members, staff, and external partners.
Customer-service orientation and a professional, courteous demeanor.
Flexibility to work early mornings or evenings as needed for board and committee meetings or executive events.

Nice To Haves

Bachelor's degree.
Experience in a healthcare, Federally Qualified Health Center, or nonprofit setting.
Familiarity with project management or task-tracking platforms such as Asana or Trello.

Responsibilities

Serve as the administration office’s first point of contact, greeting visitors and professionally and confidentially handling incoming calls, emails, and inquiries; respond independently where established policy or practice applies and escalate matters as needed.
Manage calendars for the Chief Executive Officer and C-suite executives, including meetings, recurring one-on-ones, and events; confirm attendees, reserve rooms, and resolve scheduling conflicts.
Prepare executives for meetings and check-ins by creating agendas, distributing reminders and pre-read materials, and tracking follow-up action items to completion.
Prepare agendas, take minutes, and distribute follow-up action items for Executive Team, Executive Leadership, and CFHC All Management meetings.
Maintain the master board and committee meeting calendar and communicate meeting dates, logistics, and reminders to board members.
Assemble and distribute board and committee meeting packets, agendas, and pre-read materials according to established timelines.
Monitor and order office supplies and equipment for the executive suite; track inventory, process purchase requests and invoices, and maintain vendor contact records.
Submit and track Facilities and IT service requests for the executive office and follow through to resolution.
Maintain organized and secure electronic and physical filing systems for executive and governance records in accordance with CFHC records retention policies, including handling data safe materials.