Board & Executive Office Coordinator

Chicago Family Health Center•Chicago, IL

1d•$27 - $35

About The Position

We are seeking a highly organized and proactive Board & Executive Office Coordinator to support executive leadership and board members. The role supports the organization’s strategic operations through communication, scheduling, and administrative coordination. The coordinator serves as the first point of contact for the administration office; manages executive calendars and meeting logistics; prepares agendas and materials; records and distributes meeting minutes and action items; supports board and committee governance; and maintains executive-office supplies, service requests, and records. The position requires discretion, strong interpersonal and organizational skills, and the ability to manage multiple priorities in a fast-paced environment. Early morning or evening work may be needed to support board and committee meetings or executive events. Chicago Family Health Centers offers benefits to full-time employees, including medical, dental, and vision coverage; tuition reimbursement; paid holidays; vacation; and sick days. The organization describes its culture as collaborative and inclusive, and says it offers professional development opportunities and a supportive work environment. It 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; an equivalent combination of 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.
Demonstrated 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 to support board and committee meetings or executive events.
Proficiency with Microsoft Office Suite or related software.

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, Trello, or similar.

Responsibilities

Serve as the administration office’s first point of contact by 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 scheduling meetings and events, confirming attendees, reserving rooms, and resolving 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 executive-suite office supplies and equipment; track inventory, process purchase requests and invoices, and maintain vendor contact records.
Submit and track Facilities and IT service requests on behalf of the executive office and follow through to resolution.
Maintain organized, secure electronic and physical filing systems for executive and governance records in accordance with CFHC records retention policies, including handling data safe materials.