Executive Assistant to Chief Program Officer

Children’s Place Association•Chicago, IL

1d•$55,000

About The Position

The Executive Administrator (EA) is a vital, newly established position designed to support the Chief Program Officer (CPO) in achieving the strategic and operational goals of a multi-program human services agency. The EA will serve as a dependable, organized, and discreet professional, providing high-level administrative support across a broad program portfolio that includes: a Youth & Teen After School, Early Learning Head Start, Supportive Housing, and a Medically Case Managed. The EA is responsible for coordinating the CPO’s schedule and communications, preparing materials for leadership and board meetings, maintaining documentation, tracking reports, supporting program operations, and assisting with internal systems that ensure the agency’s accountability to funders, accreditation standards (Council on Accreditation (COA) and National Association for the Education of Young Children (NAEYC)), and organizational excellence. Spanish language fluency and familiarity with program operations in early childhood and human services are strong assets.

Requirements

Bachelor’s degree preferred OR minimum of 5 years administrative experience supporting senior leadership.
Minimum 3–5 years in an administrative, office coordination, or program assistant role, preferably in a nonprofit or human services setting.
Excellent verbal and written communication.
Strong organization, time management, and attention to detail.
Ability to handle sensitive and confidential information with discretion.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), and experience with platforms such as ChildPlus, COPA, or Salesforce a plus.
Ability to manage competing priorities with flexibility and calm under pressure.
Valid driver’s license and automobile insurance required.

Nice To Haves

Spanish fluency strongly preferred.

Responsibilities

Manage professional scheduling for the CPO, including meetings, agendas, mail, email, phone calls, and travel logistics.
Coordinate the flow of information between the CPO and program directors, frontline staff, and internal teams.
Assist in preparing for Executive Leadership, Board, and committee meetings: create agendas, take minutes, track follow-ups, and compile documentation.
Complete weekly, bi-weekly and monthly expense reports and procurement paperwork for the CPO.
Support program operations through document drafting, data entry, spreadsheet creation, inventory tracking, and database maintenance (e.g., ChildPlus, COPA, Salesforce).
Maintain documentation for safety, compliance, and inspection schedules across multiple program sites (e.g., checklists for playgrounds, classrooms, and program facilities).
Track client co-payments
Coordinate internal meetings, off-site events, staff training logistics, and facilities scheduling.
Conduct monthly ordering of program supplies and contractual invoicing in compliance with agency policies.
Completes end-of-month reports per funder and submits to CPO
Draft professional correspondence, flyers, internal memos, and reporting summaries.
Support daily needs of programs as needed
Provide courteous and professional communication to clients, families, vendors, and visitors across programs.
Translate and interpret for Spanish-speaking families when needed.
Assist with NAEYC and COA accreditation preparation and data collection.
Maintain up-to-date compliance documentation including Environmental Health & Safety binders, inspection logs and drill reports
Participate in quality assurance and program evaluation tasks as directed by the CPO.