Executive Assistant to the Chief Executive Officer

IT TAKES A VILLAGE FAMILY OF SCHOOLS•Chicago, IL

7d•$55,000 - $70,000•Onsite

About The Position

The Executive Assistant to the Chief Executive Officer (CEO) plays a vital role in ensuring the effectiveness and efficiency of the CEO’s office. This position requires a highly resourceful individual with excellent organizational skills, strong attention to detail, and the ability to anticipate needs and manage priorities in a fast-paced environment. Serving as the primary point of contact for both internal and external stakeholders, the Executive Assistant provides high-level administrative, operational, and strategic support to the CEO while representing ITAV’s mission and values with professionalism and discretion.

Requirements

Bachelor’s degree preferred or equivalent experience.
3+ years of experience as an executive assistant or in a similar administrative role, preferably supporting senior executives in a fast-paced environment.
Exceptional organizational and time-management skills, with the ability to manage multiple priorities and projects simultaneously.
Strong written and verbal communication skills, with a high level of attention to detail and accuracy.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management and communication tools (e.g., Asana, Slack, Zoom).
Discretion and professionalism in handling confidential information and sensitive matters.
Strong interpersonal skills and the ability to build relationships with internal and external stakeholders.
Proactive and self-motivated, with the ability to work independently and as part of a team.
A commitment to ITAV’s mission and values, with a passion for supporting educational and social justice initiatives.
You have excellent leadership and communication skills that translate to all audiences, including staff members, students, parents, and vendors.
You are an adept manager with a talent for multitasking, flexibility, and working collaboratively within teams to achieve common goals.
You are a resourceful and innovative problem-solver, skilled at navigating complex community dynamics and effectively addressing multifaceted challenges to drive positive change.

Responsibilities

Assist the CEO in the planning, execution, and monitoring of special projects, ensuring deadlines are met and project objectives are achieved.
Track progress on key initiatives and provide regular updates to the CEO, identifying potential issues and proposing solutions as needed.
Provide support by organizing and managing project-related documentation, ensuring all files are up-to-date and accessible.
Plan and coordinate internal and external events, including meetings, conferences, and workshops. Ensuring all logistical details are managed effectively.
Collaborate with other team members to ensure events are executed seamlessly, including handling venue selection, catering, AV needs, and guest communications
Build and maintain strong relationships with key stakeholders, including board members, donors, community leaders, and partners, to support the CEO's networking and engagement efforts.
Assist in the preparation of materials for board meetings, donor presentations, and other high-profile engagements to support the CEO's strategic objectives.
Manage contact lists and track interactions to ensure follow-up and continuity in stakeholder relationships.
Maintain office systems, supplies, and processes to support the smooth functioning of the CEO's office,
Coordinate with other executive assistants and departments to ensure cross-organizational efficiency
Contribute to the continuous improvement of workflow and productivity across the executive team.
Manage the CEO's complex and dynamic calendar, scheduling meetings, travel, and events to optimize time and priorities
Prepare, edit, and distribute correspondence, agendas, reports, and presentations, often handling confidential and sensitive information
Anticipate the needs of the CEO and proactively provide information, briefings, and materials for meetings and events.
Conserve the CEO's time by handling inquiries, drafting correspondence, and filtering communications effectively.
Serve as the primary point of contact for internal and external communications on behalf of the CEO, including screening calls, emails, and other correspondence.
Coordinate communication between the CEO and other departments, stakeholders, and external partners to facilitate seamless information flow and collaboration.
Build and maintain strong relationships with key stakeholders to support the CEO's engagement and networking efforts.
Prepare and handle confidential and sensitive information with utmost discretion and professionalism.